GENERAL SUMMARY:
This position is responsible for performing general tasks for the Veterans Affairs and Rehabilitation Director, in support of their Commission, Committees and Division.
ESSENTIAL FUNCTIONS:
- Office Administration:
- Serve as receptionist
- Greet visitors and point them in the right direction, answer inquiries, and create a welcoming environment
- Screen phone calls, redirect calls, and take messages
- Receive deliveries; sort and distribute incoming mail
- Organize and schedule meetings and appointments
- Maintain calendars and invitations
- Maintain contact lists
- Coordinate on-site, virtual and other meetings/events
- Produce and distribute correspondence, such as memos, letters, emails, invoices, reports and other correspondence
- Prepare, dispatch and archive correspondence and meeting minutes
- Assist in the preparation of regularly scheduled reports
- Create and maintain filing systems, both electronic and physical
- Process citations and certificates
- Manage accounts and perform bookkeeping
- Order office supplies; create purchase requests
- Prepare the monthly credit card and travel expense reports
- Distribute payroll and payable checks
- Prepare and facilitate IT equipment and help desk requests
- Ensure operation of office equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques
- Maintain office supplies inventory
- Determine inventory level; anticipate needs; place orders; and verify receipt of purchases
- Ship brochures/pamphlets
- Travel Arrangements:
- Coordinate airline, hotel and other required reservations
- Prepare travel requests
- Events (National Convention, Washington Conference, Spring/Fall Meetings):
- Prepare invitations, agenda, reports, etc., in connection with events
- Arrange logistics (transportation, on-site points of contact, schedule, etc.)
- Communicate with participants to coordinate details and gather required information
- Travel in support of the organization, as required
- Perform other duties as assigned.
REPORTING RELATIONSHIP (reports directly to): VA&R Director
MINIMUM SKILLS REQUIRED FOR ESSENTIAL FUNCTIONS:
Education/Technical Knowledge:
High school diploma or equivalent; college degree preferred
Additional Skills Needed:
- Proficient in Microsoft Office software (Outlook, Word, Excel, PowerPoint, Teams, etc.)
- Knowledge of office management systems and procedures
- Excellent time management skills and ability to multi-task and prioritize work
- Attention to detail and problem-solving skills
- Excellent written and verbal communication skills
- Strong organizational and planning skills
Experience:
3 years up to 5 years
Supervision of Others:
This position involves no responsibility of authority for the direction of others.
