Administrative Assistant of the Bell County Communications Center
JOB DESCRIPTION
Administrative Assistant of the Bell County Communications Center
Reports To: Center Executive Director
Job Purpose
To perform a wide range of administrative and office support activities for the Bell County Communications Center in order to facilitate the efficient and successful operation of the organization.
Primary Duties and Responsibilities
Leadership
• Promote a positive work environment
• Foster relationships with other Bell County departments and all agencies served by the Center
Operations
• Receive and direct visitors
• Answer and direct inbound phone calls
• Schedule and coordinate meetings, appointments, and travel arrangements
• Record, transcribe, and distribute meeting minutes
• Maintain office supplies
• Process payroll for all Center employees
• Submit employee reimbursements
• Maintain all personnel files
• Resolve administrative problems and inquiries
• Handle requests for information and data
• Prepare and modify documents including correspondence, reports, drafts, memos and emails
• Assist the Executive Director as needed in Center Operations and functions
People
• Assist in the hiring process to include job posting, screening candidates, interviewing potential new hires, scheduling all pre-hire appointments
Strategic Planning
• Assist in managing the day to day operational budget
• Coordinate maintenance schedule and all work requests for the Center
Training and Development
• Assist in the scheduling of training for all new hires and Center employees
Qualifications
Education/Experience
• Level of knowledge equivalent to four years of high school or equivalency and over one year of experience is required.
Knowledge, skills and abilities
• Knowledge of clerical and administrative procedures and systems
• Knowledge of standard office equipment
• Knowledge of principles and practices of basic office management
• Ability to type 40 NWPM
• Knowledge of computer use for word processing, email, internet, project management, presentations
• Knowledge of basic human resources
• Excellent communication skills (verbal and written)
Personal characteristics
The Administrative Assistant should demonstrate competence in some or all of the following:
• Build Relationships: Establish and maintain positive working relationships with others, both internally and externally, to achieve the goals of the Center.
• Communicate Effectively: Speak, listen and write in a clear, thorough and timely manner using appropriate and effective communication tools and techniques.
• Foster Teamwork: Work cooperatively and effectively with others to set goals, resolve problems, and make decisions that enhance organizational effectiveness.
• Make Decisions: Assess situations to determine the importance and make clear decisions which are timely and in the best interests of the Center.
• Organize: Set priorities, develop a work schedule, monitor progress towards goals, and track details, data, information and activities
• Solve Problems: Assess problem situations to identify causes, gather and process relevant information, generate possible solutions, and make recommendations and/or resolve the problem.
Working Conditions
• The Administrative Assistant will usually work in an office environment, but the mission of the organization may sometimes take them to non-standard workplaces.