Overview
The Administrative Assistant provides regular clerical and administrative support to Club staff; prepares correspondence and reports, maintains schedules and calendars; answers telephones and maintains electronic and hard copy files.
Responsibilities
Perform regular secretarial duties, preparing correspondence and reports as requested by supervisor and composes draft letters following established formats. Proofread all materials for accuracy prior to supervisory review and signature.
Maintain supervisor’s calendar, scheduling meetings and making logistical and travel arrangements necessary for internal and external meetings. May prepare meeting agenda and minutes, as requested.
Maintain master schedule of Club activities and events, collecting and disseminating information to Club staff, volunteers, members and families as instructed.
Answer telephones, providing general information, referring callers to other staff or taking messages as necessary.
Maintain electronic and hard copy filing systems, making sure they are accurate and timely and facilitate easy retrieval of information.
Monitor office supply inventory and order supplies as necessary.
May be responsible for managing inventory of office equipment and service contracts, performing routine maintenance and contacting service representatives as needed.
May serve as Club receptionist, greeting members and visitors and maintaining attendance and visitor logs.
May monitor and log staff attendance and transmit attendance data to payroll.
May use data tracking systems to track average daily attendance (ADA) and youth and teen participation.
Perform other related secretarial or administrative duties as requested.
Qualifications
- High school diploma or equivalent
- One year of office clerical experience
- Training in secretarial skills and use of common office equipment
- Typing/keyboarding skills of at least 50 wpm
- Good written and verbal communication skills
- Good organization skills and attention to detail
- Strong customer relations skills
- Able to maintain strict confidentiality
DISCLAIMER:
The information presented indicates the general nature and level of work expected of employees in this classification. It is not designed to contain, nor to be interpreted as, a comprehensive inventory of all duties, responsibilities, qualifications and objectives required of employees assigned to this job.