Office Administrator Job Description Sample
CRITICAL POSITION - REFERRALS WELCOMED
Active Secret - required at time of application
Kenjya-Trusant is seeking a candidate to fill the role of Office Administrator to support the Bureau of Democracy, Human Rights and Labor, Office of the Assistant Secretary (DRL/FO)
DUTIES AND RESPONSIBILITIES:
- Represent the SE and SRILA by monitoring and reviewing all incoming and outgoing correspondence/action and determining the proper action to be taken, with consultation only as necessary.
- Forward assignments to appropriate staff members.
- Apply editorial skills and knowledge in proofreading and edit completed work to ensure that the proper clearances and coordination have been obtained and completed assignments meet objectives.
- Applies overall knowledge of the office functions to screen and route material of a special interest or sensitive nature directly to the Office Director when appropriate.
- Maintain SE and SRILA’s calendars and schedule meetings, both internally and externally, and speaking engagements.
- Ensure time and attendance on TATEL is accurate for SE and SRILA’s direct reports and other FO staff as needed.
- Serve as the Travel Arranger for the SE, SRILA and other FO individuals as necessary, including preparing travel authorizations, obtaining visas and making reservations; working with the OES-DRL/EX Travel Team in closing out travel vouchers; and uploading receipts.
- Assist in data entry for annual performance evaluations of staff via ePerformance software system
- Guiding procurement of office supplies.
- Keep office phone lists, safe combination information, and other internal information up to date and distributed on an as-needed basis.
- Provide courteous and responsive service to visitors and callers, including by answering the phone and buzzing visitors in to the suite, and escorting visitors for the SE, SRILA, and others as appropriate within the building.
- Run errands related to State Department business as necessary. Photocopy and fax documents.
- Track travel and office expenses as needed
- Exercising independent judgment in performing and executing duties.
- Making recommendations to promote efficiency and productivity and fulfill mission requirements.
- Processing time and attendance via TATEL.
- Arranging staff travel through the E2Solutions travel management software.
- Managing the SE and SRILA’s performance management process and yearly staff evaluations, including through the ePerformance software system.
- Procuring office supplies via Arriba system.
- Scheduling meetings and ensuring appropriate calendar accuracy. General word processing and other office support functions.
The Colorado Charter School Institute (CSI) is a statewide charter school authorizer whose mission is to foster high-quality public school choices offered through charter schools, particularly schools that are focused on closing the achievement gap for at-risk students. Governed by a board of nine members appointed by the Governor and Commissioner of Education, CSI currently serves a diverse portfolio of 39 schools across the state of Colorado serving over 17,500 PK-12 students. CSI is uniquely positioned to serve and promote charter school innovation in communities throughout Colorado and to be a leader in improvements in authorizer practices. CSI aspires to continue growing the quality and quantity of its portfolio of schools in Colorado in response to the need for high quality, innovative charter school options. Our organization is at an extraordinary point of opportunity and is poised to make additional systemic changes that will yield improvements within the portfolio's overall student achievement.
Description of Job
ESSENTIAL DUTIES AND ROLE-SPECIFIC RESPONSIBILITIES
Essential duties of this position include the following. Employees in this position perform some or all of the following tasks. Other duties may be assigned.
Internal CSI Administrative Tasks (60% of time worked):
Execute all clerical and office management functions for CSI staff
Serve as front line for all school calls, general requests, and interfaces with CSI departmental staff to respond to CSI school questions, requests for information, and problem resolution
Maintain CSI School and internal staff contact information via shared drive system and CSI website
Maintain CSI internal shared drive system including continual monitoring and direction to staff to ensure office wide standardization in use, as well as the tracking of critical CSI and school resources and information
Coordinate with Building Management as needed and serve as the office Floor Warden the event of an emergency
Coordinate all travel and meeting accommodations for CSI staff as requested, in compliance with CSI's travel and financial policies and procedures
Coordinate CSI social events in conjunction with the social committee
Assist Human Resources with recruiting and employee onboarding/offboarding logistics
Maintain common areas and shared spaces
Manage inventory of all office supplies, and technology equipment including purchase of materials, in compliance with CSI financial policies and procedures
Collaborate with CSI's Communications Department to support the development and implementation of communications initiatives
National Leadership Activities (NLA) Federal Grant Administrative Tasks (40% of time worked):
Schedule phone calls, conference calls, and webinars
Coordinate meetings to include; scouting and securing locations, developing agendas, creating and distributing materials, keeping and editing minutes, AV, catering, and logistics
Client management, including directing stakeholders to appropriate contacts as well as handling invitations, reminders, and follow-up communication
Development and management of online surveys to gather input, or facilitate communication
Coordinate travel for NLA Grant Program Directors
Networking support to include developing web materials, website posts, newsletters, email blasts, shared calendars and social media posts
Maintain office calendars and send out reminders of impending appointments
Compile and send bulk mailings
Manage documents to facilitate grant reporting
Assist in preparing financial reports
Create flyers, newsletters, power points and brochures
As an employee of the Colorado Charter School Institute (State of Colorado), you will have access to a variety of benefits to include medical, dental, paid holidays, paid vacation and sick time, no-cost life and disability insurance (with additional paid options), Flex Spending and Health Savings Account options, and membership in Colorado Public Employees' Retirement
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to stand, walk; sit; use hands for fine manipulation, handle or feel and reach with hands and arms using a keyboard and video display terminal. The employee is occasionally required to stoop, kneel, crouch or crawl. The employee must regularly lift and/or move up to 35 pounds. Specific vision abilities required by this job include close vision.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The work environment is a standard office setting. The noise level in the work environment is usually low to moderate.
This is not necessarily an exhaustive or all-inclusive list of responsibilities, skills, duties, requirements, efforts, functions or working conditions associated with the job. This job description is not a contract of employment or a promise or guarantee of any specific terms or conditions of employment. CSI may add to, modify or delete any aspect of this job (or the position itself) at any time as it deems advisable.
This is a full time position
This position term limited to the duration of the National Leadership Activities Grant (approximately 3 years)
If you are interested in this position, please email your resume and cover letter to: CSIEmployment@csi.state.co.usMinimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights
KNOWLEDGE, SKILLS & ABILITIES
Excellent written and verbal communication skills
Excellent time management skills and ability to multi-task and prioritize work
Detail-oriented with demonstrated ability to follow-through on projects
Proficient in Microsoft Office Applications
3+ years in an administrative role, preferably within a non-profit or school environment
Experience managing multiple ongoing programs or projects with internal and external stakeholders
High School Diploma or GED required
Bachelor's Degree Preferred (but not required)
This position is located in the Office of Policy Planning and Coordination, Bureau of Western Hemisphere Affairs (WHA/PPC). This incumbent serves as the Office Administrator for the Office Director and two Deputy Directors of the Office of Policy Planning and Coordination.
Learn more about this agency
Responsible for a variety of office management tasks in support of the Office Director and two Deputy Directors, and provides a wide range of administrative support and direction to a large office staff (at least 20 employees).
The incumbent represents the Office Director and his/her Deputies in many administrative areas and makes decisions and/or recommendations that have broad impact throughout the Bureau operation.
The incumbent applies an extensive knowledge of office administration and subject-matter expertise required to support the Office leadership team.
The incumbent is expected to exercise independent judgment and provide technical assistance in performing and executing most duties.
The incumbent makes recommendations for the resolution of difficult or complex problems that are essential to the effectiveness and efficiency of the operations of the office.
Job family (Series)
0301 Miscellaneous Administration And Program
HelpRequirements Conditions of Employment
Incumbent will be subject to random drug testing.
One year probationary period, unless excepted by regulation.
Must be able to obtain and maintain a Top Secret security clearance.
U.S. Citizenship is required.
Applicants must meet all the required qualification requirements, including education, and any selective placement factors described below by the closing date of this announcement.
If you are qualifying based on education OR if there are mandatory education requirements listed below, you MUST submit a copy of your college transcript with your application.
NOTE: Applicants must meet time-in-grade and time after competitive appointment requirements, by the closing date of this announcement.
Federal applicants must have served 52 weeks at the next lower grade to satisfy time-in-grade restrictions, per 5CFR 300, Subpart F.
Applicants applying for the GS-09 grade level must meet one of the following requirements:
A. Have at least 1 full year of specialized experience equivalent to the GS-07 level in the Federal service which provided you with the particular knowledge, skills and abilities to perform the duties of the position.
Qualifying specialized experience must demonstrate the following:
Experience in reviewing outgoing correspondence for proper grammar, spelling, punctuation and compliance with established policy
Experience in planning and organizing priorities to manage office workload; monitoring and tracking document flow within the office; making travel arrangements and preparing travel vouchers.
Experience in coordinating conferences and/or meetings; screening and handling telephone calls and visitors; locating and summarizing information to be used for reports, responses to inquiries and composing correspondence; and maintaining activity calendar.
B. Have a master's or equivalent graduate degree, OR 2 full years of progressively higher level graduate education leading to such a degree, OR LL.B or J.D. from an accredited college or university. This education must demonstrate the knowledge, skills, and abilities to do the work of the position to be filled;
C. Have a combination of graduate level education and specialized experience (as described above), which is equivalent to the GS-07 level in the Federal Service. This experience and education together meets 100% of the qualification requirements for this position.
Combination of Experience and Education: When an applicant has less than one year of specialized experience as described in the announcement, he or she may combine successfully completed graduate-level education with experience to meet the total qualification requirements. Generally, 18 graduate semester hours is equivalent to 1 full-time year of graduate study (your school and department determine what constitutes 1 full time year of graduate study). The percentage of specialized work experience and the percentage of graduate study must total at least 100%.
Note: All applicants WILL BE required to submit transcripts as verification of educational requirement. If you fail to provide requested information, or the information you submit is insufficient to verify your eligibility, you may lose consideration for this position.
See the qualifications section of this vacancy announcement for education requirements, if applicable.
We are looking for an Office Administrator to organize and coordinate administration duties and office procedures. Your role is to create and maintain a pleasant work environment, ensuring high levels of organizational effectiveness, communication and safety.
A successful Office Administrator Paralegal should also have experience with a variety of office software (email tools, spreadsheets and databases) and be able to accurately handle administrative duties.
The Office Administrator should be able to ensure the smooth running of the office and help to improve company procedures and day-to-day operation: Organize office operations and procedure, Update and maintain office policies as necessary.
- Proven experience as an Administrative assistant
- Knowledge of office administrator responsibilities, systems and procedures
- Proficiency in MS Office (MS Excel and MS Outlook, in particular)
- Hands on experience with office machines (e.g. fax machines and printers)
- Attention to detail and problem solving skills
- Excellent written and verbal communication skills
- Strong organizational and planning skills in a fast-paced environment
- A creative mind with an ability to suggest improvements
- College degree; additional qualification as an Administrative assistant will be a plus
- Fluency in Spanish is a big plus
Based on experience
Location: Overland Park, Kansas (US-KS) 66210
Come be a part of the Watco Team!
At Watco, we believe that our Team Members are our greatest asset. Our Team Members provide service excellence to all of our Customers and create our safety always culture. We value our Team Members by providing safe service, honest and fair relationships, and consistent communication.
We offer our team members:
Competitive wages and career opportunities
401k profit sharing
Full health, dental and vision benefits
Paid time off
Life and AD&D insurance
Paid on the job training
We are looking for an Office Administrator to organize and coordinate administration duties and office procedures. As the Office Administrator you will help to maintain a pleasant work environment, ensuring high levels of organizational effectiveness, communication and safety. The Office Administrator duties and responsibilities include scheduling meetings and appointments, making office supply arrangements, greeting visitors and providing general administrative support to our Team Members. Previous experience as a Front Office Manager or Office Administrator would be a plus.
Serve as the point person for office administrative duties including:
Schedule meetings and appointments when needed
Help maintain the office layout and organization for conference and meeting rooms
Help maintain the office condition and arrange necessary repairs
Partner with People Services to update and maintain office policies as necessary
Organize office operations and procedures
Coordinate with IT department on all office equipment
Ensure that all items are invoiced and paid on time
Manage contract and price negotiations with office vendors and service providers
Provide general support to visitors
Assist in the welcoming process for new hires
Address Team Members queries regarding office management issues (e.g. stationery and hardware)
Liaise with facility management vendors, including cleaning, catering and security services
Plan in-house or off-site activities, including team celebrations and conferences
Proven experience as an Office manager, Front office manager or Administrative assistant
Knowledge of office administrator responsibilities, systems and procedures
Proficiency in MS Office (MS Excel and MS Outlook, in particular)
Hands on experience with office machines (e.g. fax machines and printers)
Familiarity with email scheduling tools, like Email Scheduler and Boomerang
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 in a fast-paced environment
A creative mind with an ability to suggest improvements
High School degree; additional qualification as an Administrative assistant or Secretary will be a plus
We're recruiting for an enthusiastic and detail-oriented Office Administrator to provide support to our Sales and Production teams at our Tuff Shed Factory Store in Tampa.
DO YOU HAVE WHAT IT TAKES TO BE A SUCCESSFUL TUFF SHED OFFICE ADMINISTRATOR?
Strong customer service skills, working directly with customers, vendors, subcontractors, and sales consultants to coordinate and schedule Tuff Shed installations; ability to predict and resolve all levels of issues.
Attention to detail, preparing the daily "packs" required to install our quality products. This includes verifying orders, requesting materials, and creating purchase orders and waivers.
Acting as the first contact with our "Big Box" partner, responding to queries, managing the database, and providing assistance to our sales teams.
Consistently understanding and meeting the needs of our customers, recognizing special needs and recommending appropriate upsells.
Experience working in "trades/industries" and or the ability to learn technical aspects related to basic product design and functionality.
Ability to assist the General Manager with various front office needs as they may arise, including HR processes such as pre-employment checks and documentation, benefits management and monitoring of the employee time-tracking system.
SKILLS & EXPERIENCE
Successful prior experience working in logistics, coordination, project management, or in a similar capacity
Proven experience working in a fast-paced environment, meeting tight deadlines on multiple projects
Hands-on computer skills including Word, Excel and Outlook. Experience in JD Edwards software highly preferred
Ability to take on a role with a steep learning curve. You'll be expected to know the details about our products and discuss offers and options with our partners and customers
High school diploma or equivalent. This role will require strong math and communication skills
Must possess a current valid driver's license and a satisfactory Motor Vehicle Report
WHAT'S IN IT FOR YOU?
As a Tuff Shed Office Administrator, you'll have the opportunity to join a successful company, and be part of the growth team! We offer a competitive salary and benefits including paid vacation, paid holidays, medical/dental/vision and life insurance, and a 'Safe Harbor' 401(k) plan.
ABOUT TUFF SHED
Founded on an entrepreneurial spirit and an unwavering commitment to quality, Tuff Shed was established in 1981, and has since developed into America's largest manufacturer and installer of storage buildings and garages, having built more than one million buildings for satisfied customers. We utilize cutting edge green technology in our materials and manufacturing processes, and hold multiple U.S. Patents.
Learn more about us! Check out the Tuff Shed Website at www.TUFFSHED.com.
Interested? We encourage you to submit your resume for consideration
Tuff Shed, Inc. is an Equal Opportunity Employer M/F/Disability/Veteran.
Handle office interactions with CFOAM Team and Customers. This includes answering phone inquiries, and handling requests or complaints in a professional manner.
Maintain files with confidentiality in an easily accessible format
Coordinate communication between various departments, schedule meetings, distribute reports and keep all parties informed of general business operations
Operate and maintain office machinery, including computers, copiers, fax machines and printers
External referral eligible
Leidos is a Fortune 500® information technology, engineering, and science solutions and services leader working to solve the world's toughest challenges in the defense, intelligence, homeland security, civil, and health markets. The company's 31,000 employees support vital missions for government and commercial customers.
Headquartered in Reston, Virginia, Leidos reported annual revenues of approximately $10.17 billion for the fiscal year ended December 29, 2017. (NYSE: LDOS) All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status.
Our client, a commercial retail development company, is looking for an Administrative Assistant/Accounting Support Professional to join their team and be the “go-to” person of this Downtown Chicago based satellite office. This position would be responsible for undertaking daily office functions with a focus on Accounting support as well as handling development project documentation. This is a fast paced, independent, highly responsible role that requires a professional seeking a challenging and rewarding position.
- High Level Book Keeping and Accounting functions to manage a high level of transactions primarily based in Real Estate
- Prepare, verify, process invoice and bills to assure validity and reference
- Enter data on invoices, ensure proper coding and filing of documents – Quickbooks
- Reconciliation of accounts and credit card transactions maintaining in proper general ledger
- Coordinate document exchanges and legal documents
- Obtain and negotiate vendor bids for new property inspections/reports
- Upload of documentation to project management software with correct supporting material
- Basic administrative tasks including but not limited to: office supply orders, outgoing/incoming mail, general organization of paperwork/filing
- Knowledge of general accounting principles, ability to calculate, post and manage accounting figures
- Communication skills in speaking to a variety of people on a professional level (Subcontractors, City Representatives, National Retail Clients, Brokers, and Executives)
- Understanding of Lien Waivers, Escrow Payouts, and Construction Process preferred
- Efficient with electronic mail and use appropriate communication for sending attachments and agreements
- Proficient with Accounting Software and Common Bookkeeping Standards to assure proper reporting
- Must be efficient in Microsoft Office, specifically PowerPoint and Excel
- Maintain a high level of organization in order to recall specific correspondence(s)
- Demonstrated history of a high degree of accuracy, attention to detail, and confidentiality
- Provide sense of urgency and ability to think on your feet while managing a number of different variables
- Ability to prioritize and determine which tasks need to be completed with little supervision
The Boeing Company is looking for an Office Administrator in Everett, WA. The qualified candidate will be joining our KC-46 Tanker program supporting the Executive Team. The KC-46 Tanker Program is a fast-paced and exciting environment.
Coordinating and processing domestic and internal business travel arrangements for Executives and their teams
Generating and tracking expense reports to ensure timely and accurate payment. Also, managing any credit card reconciliation that might be required.
Tracking and maintaining information relative to department and business operations
Communicating a wide variety of information to multiple audiences such as team members, Program Executives, USAF customers, and Government Officials
Prioritizing and scheduling executive calendars for efficient use of time
Monitoring designated conference room schedules for efficient use of resources
Ordering and maintaining office supplies as needed
Planning and implementing logistics for internal and external events as needed
Acting as Records and Information Management focal (RIM Rep) for assigned executive(s)
Working in sync with the Program Management administrative support and providing occasional back up for Tanker team OA's as needed
Boeing is the world's largest aerospace company and leading manufacturer of commercial airplanes and defense, space and security systems. We are engineers and technicians. Skilled scientists and thinkers. Bold innovators and dreamers. Join us, and you can build something better for yourself, for our customers and for the world.
Commercial Derivative Aircraft
Relocation Assistance Available
No. Relocation assistance is not a negotiable benefit.
Employer will not sponsor applicants for employment visa status.
Basic Qualifications (Required Skills/Experience):
High School Diploma/GED or higher
Experience with Microsoft Office suite applications (Word, Excel, PowerPoint, and SharePoint)
Experience creating, editing, and maintaining electronic and written communication
Experience coordinating and processing domestic and international travel arrangements, generating expense reports and reconciling corporate card charges
Experience managing multiple calendars and/or conference rooms
Preferred Qualifications (Desired Skills/Experience):
Experience organizing and facilitating WebEx meetings
Experience in managing executive schedules and calendars using Microsoft Outlook
Experience scheduling meetings, and as directed critically emergent meetings with short notice while prioritizing the calendar and managing communication flow
Experience planning and implementing events such as business dinners, team recognition opportunities, and service award recognitions
Experience working with Executives and BDS customers
High school diploma or GED and typically 4 or more years' related experience or an equivalent combination of education and experience.
This position is located in Everett, WA and does not offer relocation assistance. Applicants must reside in area or be willing to relocate at their own expense.
Contingent Upon Program Award
Sema4 is a patient-centered predictive health company founded on the idea that more data, deeper analysis, and increased engagement will improve the diagnosis, treatment, and prevention of disease. Sema4 is enabling physicians and consumers to more seamlessly engage the digital universe of health data, from genome test results and clinical records to wearable sensor metrics and more. The company currently offers advanced genome-based diagnostics for reproductive health and oncology and is building predictive models of complex disease. Sema4 believes that patients should be treated as partners, and that data should be shared for the benefit of all.
Our Headquarters in Stamford, CT has an immediate need for an Office Administrator. Our Administrator is an integral position, as the first point of contact, gatekeeper, maintaining office work flow space and ordering of supplies. The Office Administrator will have ownership of all Headquarter food service needs; kitchen, catering and special requests.
Maintains ownership of all office supplies and ordering for entire office
Manages requisition requests for building Engineers, desks, repairs, etc.
Primary interface with building management and responsible for coordination of all building services with Sema4
Booking of conference rooms
Issuing of ID cards
Ordering company breakfasts and lunches.
Maintains employee kitchen, continuously restocking food items snacks and special lunch items.
Responsible for keeping conference rooms and all Sema4 public areas in a neat and organized manner
Completes Special Projects for the HR team
Must enjoy people and performing a variety of tasks as needed
Solid communication and presentation skills
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