Office Assistant IV

This position performs advance-level clerical, administrative and related work as required by the Organizing and Field Services Department and its staff. It requires good writing skills, attention to detail and discretion. This position manages and coordinates several projects simultaneously and handles confidential and time sensitive documents.

DUTIES:

• Performs and completes special projects in an effective and timely manner.
• Creates/produces tables, documents, reports and charts. Maintains and prepares statistical information and complex reports. Prepares correspondence, queries, reports and other office forms, from draft to final form. Pays close attention to details, as well as grammar and punctuation. Routes final correspondence.
• Processes information by comparing, calculating and/or transferring information to other data sources and ensures accuracy of data transfer.
• Prepares and processes invoices for payment according to the approved budget and guidelines. Prepares EAFs and APTs for payment. Acquire checks. Maintains budget records. Copies, mails, logs information and files.
• Supports all OFS programs, meetings, committees, conferences and conventions. Assists in the coordination of logistics for meetings and conferences.
• Prepares and processes travel authorizations, leave requests and expense reports for department staff, as well as non-staff.
• Creates and maintains filing systems for various activities. Sort, store and retrieve information as needed.
• Schedules appointments, conference calls and meetings. Assists with the facilitation of web meetings. Takes notes as assigned.
• Manages distribution of mail. Regularly checks fax machines for documents.
• Orders and maintains supply levels for the department.
• Updates directories, departmental databases and committee lists.
• Answers incoming calls for the department, screens calls, routes calls or takes and delivers messages. Places calls as requested. Handles routine requests for information.
• Performs other related duties as assigned.

REQUIREMENTS:

Education & Experience:

High school graduate or equivalent with a minimum of five (5) years of office experience plus general knowledge of office and organizational procedures or an equivalent combination of education and experience which provides the following knowledge, skills and abilities.

Skills:

• High level proficiency in MS Office Suite, especially Excel, MS Access, as well as other databases and software programs.
• Ability to use MS Outlook, including the calendar program, and perform accurate data entry into databases.
• Excellent knowledge of office and organizational procedures. 
• Must be able to independently complete assignments and work under pressure to meet tight schedules. Sufficient written and oral communication skills to exchange routine information.
• Strong ability to proofread documents and compose correspondence.
• Communication skills sufficient to exchange routine information.
• Ability to establish and maintain effective working relationships.
• Ability to comminucate in Spanish is desired