READ USA, Inc. – Administrative Assistant

Posted May 09, 2022 Jacksonville, Florida

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Expires Jun 30, 2022

Description

Reporting to the CEO, the Administrative Assistant position includes advanced administrative support, clerical, and secretarial work and performs technically varied and complex word processing, clerical, and secretarial functions, interpreting and entering data, and interpreting and applying policies and procedures. Work requires knowledge of Business English and the techniques, methods, and procedures used in performing the more complex word processing, clerical and secretarial functions, and data entry. May oversee, monitor, guide, and review the work of others. Contacts require courtesy, tact, and effectiveness in dealing with others, and include contacts to request or provide information, ask questions, or obtain clarification. Work is performed in an office environment.

Physical demands consist mainly of moving from one work location to another, sitting, or standing at a workstation for extended periods of time, using standard office equipment on an ongoing basis, and, dependent upon assigned work location, may be required to lift objects weighing up to 15 pounds. Work is performed under general supervision where the work assignments are subject to instructions and established work routines, and the worker is given latitude to rearrange the sequence based on changing work situations or workflow.

Essential duties and responsibilities

1. Receives, processes, records, indexes and/or files varied correspondence, information, materials, files, documents, fees, and records. 2. Composes replies to inquiries for the supervisor's signature; independently drafts and signs correspondence of a non-technical nature for the supervisor. 3. Edits and proofreads correspondence and other documents generated by the office. 4. Composes correspondence without review and/or specific instructions. 5. Types correspondence, memoranda, reports, records, orders, and other office documents 6. Researches, analyzes, and resolves a variety of job-related work problems based on established policies, guidelines, procedures, laws, rules, and regulations. 7. Gathers, interprets, codes, classifies, posts, and/or consolidates information or data for varied complex reports or data entry. 8. Establishes and maintains information, record, document, and file systems. 9. Makes travel arrangements, and coordinates logistical details for meetings. 10. Enters information or data to personal computer or computer terminal screen following established procedures. 11. Orders supplies and prepares purchase orders. 12. Maintains inventory records and stock for assigned work area. 13. Makes written reports and fills out forms as necessary. 14. Operates standard office equipment such as a personal computer, telephone, scanner, printer, and copier. 15. Maintains administrator's calendar by scheduling appointments and conferences with or without prior clearance and keeping administrator apprised of scheduled appointments and meetings. Maintains strictest confidence and privacy with these appointments, following all protocols provided. 16. Has frequent access to highly confidential records and information pertaining to students, teachers, contracts, financials, and other documents. Maintains strictest confidence and privacy with these documents, following all protocols provided. 17. Has frequent access to CEO’s emails to help respond to general requests and make appointments. Maintains strictest confidence and privacy with emails and appointments, following all protocols provided. 18. May take and transcribe notes for meetings, correspondence, legal documents, and reports. 19. Greets the public, answers the phone, and answers questions requiring interpretation of organization practices and procedures. 20. Assist CEO with board meeting preparations and communications. 21. Performs related work as required.

Qualifications

• Knowledge of the procedures, functions and specialized terminology of department or agency to which assigned. • Knowledge of administrative practices, methods and procedures relating to administrative support areas. • Knowledge of Business English and arithmetic. • Skill in composing routine correspondence. • Skill in operating standard office equipment such as personal computer, copier, calculator, and telephone. • Skill in performing research, compiling data, and preparing reports. • Ability to recommend, coordinate and implement administrative practices and procedures to facilitate work processes and accomplish unit activities. • Ability to interpret rules, regulations, and policies. • Ability to communicate effectively. • Ability to establish, maintain and update filing systems. • Ability to schedule, assign, monitor and review the work of others. • Ability to prepare budgets, monitor expenditures and purchase materials. • Ability to handle confidential information with discretion.

Education and Experience

Must have at least a two-year combination of education, training, or experience in clerical and/or secretarial work involving the use of a personal computer. Must be able to type accurately at a rate of 40-50 correct words per minute.

Salary/Salary Range

The salary range for this position is competitive and depends on prior experience. In addition, a comprehensive benefits package including health, dental, vision and life insurance is included, along with leave time and a matched 401(k) retirement plan.

Company/Organization

READ USA, Inc.

http://www.readusainc.com

Contact

Dr. Rob Kelly | Email