Administrative Assistant (FT)
Florence, KY Florence, KY Full-time Full-time $30,000 - $34,000 a year $30,000 - $34,000 a year 6 days ago 6 days ago 6 days ago Northern Kentucky Area Development District
Job Description:
Position Title:
Administrative Assistant.
Division:
F&A Work Location:
Florence.
Exempt Status:
Non Exempt.
Supervisor:
Executive Director.
Supervises:
N/A.
Salary:
$30,000 - $34,000 annually.
Position Purpose:
Performs administrative and office support for the agency throughout all divisions.
All basic clerical tasks are required of this position to include but not limited to file creation, filing, faxing, word processing/typing, and mailings.
This position is responsible for all mail functions of the agency including postage machine operation/maintenance and mail pick- up and delivery.
Responsibility includes professionally administering all incoming phone calls and ensuring they are directed accordingly, greeting visitors in a professional and friendly manner, opening and/or closing visitor area daily when receptionist is not available.
To provide the expected level of customer service, this position is responsible to be knowledgeable of the agency services and policies.
Duties are performed under general supervision.
Responsibilities/ Duties:
Reception:
Reception-Front desk assisting with packages, visitors, meeting guests, walk-in's, maintaining/ disinfecting/light housekeeping of the reception area when needed.
Answering phones.
Assists with some information concerning resources when someone needs immediate assistance or just wants a phone number, email or their local ADD for the other counties in KY.
Ordering Supplies and Purchases:
Credit cards, collecting/filing receipts, managing Requisitions and Amazon account and the credit cards reconciliation before going to Finance Accounts Payable.
Legal/Newspaper ads and newspaper subscription for all counties newspapers- placing ads in the newspapers and filing the ads and making the requisitions.
Ordering supplies for mail machine and calling service for the mail machine.
Ordering supplies- SUPPLY POST, AMAZON, STAPLES, OFFICE DEPOT.
Letterhead and envelopes ordering- Minuteman Press.
Assists with new hire nameplates, name badge orders- Egelston Maynard, requisition process for ordering.
Mail out vendors checks once per week - Front office assists with the stuffing envelopes process when asked.
Iron Mountain when needed to do a call back for boxes or pick up for boxes.
Mail:
Mail distribution and mail handling and package handling.
Enter checks into the check log that come in the mail or anyone who brings a check in for payments.
This duty is shared in the front office.
Special projects/ mailings from departments as requested or as needed.
Administrative Support and Meeting Preparation:
Copy Jobs/Admin tasks.
Contracts filing.
COA meetings, update COA lists, minutes, meeting preparations - Admin 1.
NKADD board meetings, email agenda, meeting prep, lunch order - Admin 2.
NKWIB - minutes - Admin 2.
CDO folders for clients- labeling and ordering folders.
All staff meeting prep- Sam's run for supplies (breakfast, fruit, OJ), requisition for items bought for All staff meeting, assists with setting up the room and amenities ( water, coffee, napkins, plates, etc.
).
Human Services projects as needed.
Label making, Name tents creating and lamination.
Front kitchen stock- this is a shared responsibility in the front office.
ID Badges in coordination with Human Resources Manager.
Other duties as assigned.
Desired Minimum
Qualifications:
High School Diploma or GED required and 2 years of related experience/ knowledge of clerical, office administrative procedures, and knowledge of use and operation of standard office equipment.
High skill level in verbal and written communication and word processing is required.
Knowledge, Skills, and Abilities:
Independent judgment is required to plan, prioritize, and organize diversified workload.
Must have knowledge of a variety of computer software applications in word processing, spreadsheets, database, and presentation software.
Must have high level of interpersonal skills to handle sensitive and confidential information.
Position continually requires demonstrated poise, tact, and diplomacy.
Work requires attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines.
Ability to organize and maintain various clerical records.
Must be able to work in a fast-paced environment with demonstrated ability to juggle and prioritize multiple, competing tasks and demands and to seek supervisory assistance as appropriate.
Special Position Requirements:
This position is expected to assist in maintaining coverage of front reception and phones at all times.
The agency will assist by assigning other administrative staff coverage and back up duties for normal times but this position is responsible for everyday coverage as needed and assigned by supervisor.
Lifting of up to 20 lbs.
in order to perform tasks related to supplies, vending and other related tasks may occur.
Work Requirements:
Work is performed typically indoors in an office setting.
It requires intermittent standing, sitting or stooping.
Work requires consistent use of computer and phone system as well as other office equipment and the physical and mental capacity to do so.
Agency Expectation Statement:
In the performance of their respective tasks and duties all employees are expected to:
To be knowledgeable and follow all policies and procedures set by the NKADD.
Support the overall work and functions of the NKADD.
Interact professionally with customers/clients, other employees, outside agencies and the community.
Show dedication to meeting the expectations and requirements of internal and external customers.
Show commitment to our community, and accountability and ownership of work.
Work effectively as a team contributor on all assignments.
Work independently while understanding the necessity for communicating and coordinating work efforts with other employees and organizations.
Perform quality work within deadlines with or without direct supervision.
Excellent benefits package:
Medical Insurance - 100% coverage for a single Individual.
10
days of Vacation leave per year.
10
days of Sick leave per year.
Flexible or Alternate schedule is available, upon approval.
Dental Insurance.
CERS Retirement.
Life Insurance ($25,000 policy).
Vision Insurance Reimbursement ($150 per year).
Optional - Flexible Spending Account (FSA).
Optional - KY Deferred Compensation Contribution.
Optional - Additional Life Insurance.
Please contact Jessica Norris, Human Resources if you are interested at email protected .
Thank you! Date created:
11/15/11.
Revised:
06/06/2023.
The above is intended to describe the general content of and the requirements for the performance if this job.
It is not to be construed as an exhaustive statement of duties, requirements, or responsibilities.
.
Estimated Salary: $20 to $28 per hour based on qualifications.
Job Description:
Position Title:
Administrative Assistant.
Division:
F&A Work Location:
Florence.
Exempt Status:
Non Exempt.
Supervisor:
Executive Director.
Supervises:
N/A.
Salary:
$30,000 - $34,000 annually.
Position Purpose:
Performs administrative and office support for the agency throughout all divisions.
All basic clerical tasks are required of this position to include but not limited to file creation, filing, faxing, word processing/typing, and mailings.
This position is responsible for all mail functions of the agency including postage machine operation/maintenance and mail pick- up and delivery.
Responsibility includes professionally administering all incoming phone calls and ensuring they are directed accordingly, greeting visitors in a professional and friendly manner, opening and/or closing visitor area daily when receptionist is not available.
To provide the expected level of customer service, this position is responsible to be knowledgeable of the agency services and policies.
Duties are performed under general supervision.
Responsibilities/ Duties:
Reception:
Reception-Front desk assisting with packages, visitors, meeting guests, walk-in's, maintaining/ disinfecting/light housekeeping of the reception area when needed.
Answering phones.
Assists with some information concerning resources when someone needs immediate assistance or just wants a phone number, email or their local ADD for the other counties in KY.
Ordering Supplies and Purchases:
Credit cards, collecting/filing receipts, managing Requisitions and Amazon account and the credit cards reconciliation before going to Finance Accounts Payable.
Legal/Newspaper ads and newspaper subscription for all counties newspapers- placing ads in the newspapers and filing the ads and making the requisitions.
Ordering supplies for mail machine and calling service for the mail machine.
Ordering supplies- SUPPLY POST, AMAZON, STAPLES, OFFICE DEPOT.
Letterhead and envelopes ordering- Minuteman Press.
Assists with new hire nameplates, name badge orders- Egelston Maynard, requisition process for ordering.
Mail out vendors checks once per week - Front office assists with the stuffing envelopes process when asked.
Iron Mountain when needed to do a call back for boxes or pick up for boxes.
Mail:
Mail distribution and mail handling and package handling.
Enter checks into the check log that come in the mail or anyone who brings a check in for payments.
This duty is shared in the front office.
Special projects/ mailings from departments as requested or as needed.
Administrative Support and Meeting Preparation:
Copy Jobs/Admin tasks.
Contracts filing.
COA meetings, update COA lists, minutes, meeting preparations - Admin 1.
NKADD board meetings, email agenda, meeting prep, lunch order - Admin 2.
NKWIB - minutes - Admin 2.
CDO folders for clients- labeling and ordering folders.
All staff meeting prep- Sam's run for supplies (breakfast, fruit, OJ), requisition for items bought for All staff meeting, assists with setting up the room and amenities ( water, coffee, napkins, plates, etc.
).
Human Services projects as needed.
Label making, Name tents creating and lamination.
Front kitchen stock- this is a shared responsibility in the front office.
ID Badges in coordination with Human Resources Manager.
Other duties as assigned.
Desired Minimum
Qualifications:
High School Diploma or GED required and 2 years of related experience/ knowledge of clerical, office administrative procedures, and knowledge of use and operation of standard office equipment.
High skill level in verbal and written communication and word processing is required.
Knowledge, Skills, and Abilities:
Independent judgment is required to plan, prioritize, and organize diversified workload.
Must have knowledge of a variety of computer software applications in word processing, spreadsheets, database, and presentation software.
Must have high level of interpersonal skills to handle sensitive and confidential information.
Position continually requires demonstrated poise, tact, and diplomacy.
Work requires attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines.
Ability to organize and maintain various clerical records.
Must be able to work in a fast-paced environment with demonstrated ability to juggle and prioritize multiple, competing tasks and demands and to seek supervisory assistance as appropriate.
Special Position Requirements:
This position is expected to assist in maintaining coverage of front reception and phones at all times.
The agency will assist by assigning other administrative staff coverage and back up duties for normal times but this position is responsible for everyday coverage as needed and assigned by supervisor.
Lifting of up to 20 lbs.
in order to perform tasks related to supplies, vending and other related tasks may occur.
Work Requirements:
Work is performed typically indoors in an office setting.
It requires intermittent standing, sitting or stooping.
Work requires consistent use of computer and phone system as well as other office equipment and the physical and mental capacity to do so.
Agency Expectation Statement:
In the performance of their respective tasks and duties all employees are expected to:
To be knowledgeable and follow all policies and procedures set by the NKADD.
Support the overall work and functions of the NKADD.
Interact professionally with customers/clients, other employees, outside agencies and the community.
Show dedication to meeting the expectations and requirements of internal and external customers.
Show commitment to our community, and accountability and ownership of work.
Work effectively as a team contributor on all assignments.
Work independently while understanding the necessity for communicating and coordinating work efforts with other employees and organizations.
Perform quality work within deadlines with or without direct supervision.
Excellent benefits package:
Medical Insurance - 100% coverage for a single Individual.
10
days of Vacation leave per year.
10
days of Sick leave per year.
Flexible or Alternate schedule is available, upon approval.
Dental Insurance.
CERS Retirement.
Life Insurance ($25,000 policy).
Vision Insurance Reimbursement ($150 per year).
Optional - Flexible Spending Account (FSA).
Optional - KY Deferred Compensation Contribution.
Optional - Additional Life Insurance.
Please contact Jessica Norris, Human Resources if you are interested at email protected .
Thank you! Date created:
11/15/11.
Revised:
06/06/2023.
The above is intended to describe the general content of and the requirements for the performance if this job.
It is not to be construed as an exhaustive statement of duties, requirements, or responsibilities.
.
Estimated Salary: $20 to $28 per hour based on qualifications.
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