Administrative Assistant - HUD
Tommy Nobis Center
- Philadelphia, PA
- Permanent
- Full-time
- Provide general office support functions.
- Provide clerical support to include receptionist duties, faxing, filing and assisting employees.
- Coordinate travel arrangements.
- Perform general administrative functions in support of day-to-day operations, including answering the telephone by the third ring, correctly route callers and take messages or forward to voicemail, as appropriate.
- Prepare and develop documentation for Government review and approval, which includes presentations, memorandum, correspondence, organizational charts and statistical reports and/or improving on the quality of existing documentation in support of program management functions, including but not limited to the use of Office Management System.
- Monitor multiple general and specific delivery email boxes daily; review emails to determine urgency and forward or prepare responses to emails, follow-up and route appropriately.
- Receive, inventory, store and distribute mail and packages received by the office; package and label items to be mailed or shipped.
- Scan documents as required, including scaning into electronic filing system, using Adobe Acrobat Pro or other scanning software.
- Set up equipment required for video conference and satellite training.
- Schedule and coordinate conference calling as needed.
- Monitor office supply levels and recommend replenishment as needed, including completion of necessary electronic and hard copy documentation to facilitate purchases as determined by the government.
- Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
- Operate all office equipment provided including copiers, fax machines, printers, scanners, binding machines, etc.
- Other duties as assigned.
- Mission driven, guided by core values and a pleasure to work with.
- As the Administrative Assistant will be privy to private and sensitive information, the Administrative Assistant must be trustworthy and work with integrity at all times.
- Excellent written communication skills.
- Knowledge of basic office operations, proficient in computer knowledge and equipment as well as other general office equipment.
- Thorough working knowledge of Microsoft Office including Outlook, Word, PowerPoint and Excel with proficient knowledge of graphics package, mail merge, spread sheet, and database experience.
- Must pass drug screen and background check.
- Eligibility to work in the United States.
- Work shall be performed in a professional team environment, encompassing various levels of government, and shall be required to alternate or adjust start and end times to meet deadlines involving daily work assignments anytime between 7:00 am and 6:00 pm.
- Ability to lift, pull and push mail bags, mail hampers, and packages often weighing up to 50 pounds.
- Associates degree; or equivalent from a two-year college or technical school; and three to five years or more related experience; or equivalent combination of education and experience.
- Bachelor's degree desirable.