General Functions

This position provides administrative, clerical support, file maintenance, as well as support to the receptionist/front desk. The Senior Administrative Assistant represents the highest level of skill, complexity, and problem solving within the Administrative Assistant job function. In addition to excellent customer service skills, this position is expected to be proficient in word processing, spreadsheets, pdf software and databases and should be able to apply good analytical and organizational skills to a variety of areas within the organization, including those that require working with data, numbers, and statistics. They must also be able to work with little or no supervision.

Major Activities (Typical Duties/Responsibilities)

• Perform a variety of general administrative support services and/or secretarial support to managers for one or more departments.
• Assist with correspondence, memorandums, letters, and miscellaneous correspondence and other word processing functions, as well as filing, copying, binding, faxing, preparing reports, manuals, schedules, and other significant documents in support of staff upon request.
• Manage building opening and closing procedures.
• Ensure accurate tracking of visitors, calls, messages, and electronic documents, including emails/faxes.
• Conduct daily review and management of voice messages received on the main phone line, including forwarding calls to the appropriate CIHA personnel.
• Ensure that proper essential information is readily available at the receptionist area.
• Complete receipts for incoming checks, debit/credit cards and application waiver vouchers.
• Manage overall appearance and supply stock of front desk and shared areas, including lobby, atrium, restrooms, conference rooms, huddle rooms, basement, and kitchens.
• Maintain proper inventory of pool office supplies including purchasing and stocking staff supply areas, surplus office supplies, computers, computer parts, and office furniture.
• Perform monthly inventory checks on the first aid kits and ensure operational status of fire extinguishers.
• Maintain the administrative fleet vehicles maintenance, biannual inspections, fueling, tires, and records to include key log, mileage log, current insurance, and registration, and emergency pack.
• Assist with maintaining the phone directory.
• Maintain and post daily conference and huddle room calendars.
• Manage and coordinate the inflow of all correspondence and courier services. Ensure proper handing and routing of all confidential items, including invoices and payments. Maintain parcel delivery and routing log.
• Complete monthly credit card reconciliations and invoice processing.
• Assist executive support staff in arranging and setting up meeting rooms, including acquiring refreshments if needed, and assist with cleaning up.
• Organizes and maintains company and departmental filing and database systems, both manually and electronically.
• Coordinates general clerical and administrative support activities.
• Assisting and resolving safety issues in a timely manner.
• Performs other related duties as assigned.

Skills and Abilities

• Knowledge of office practices, procedures, and equipment.
• Analytical abilities related to organization of data, reports, and statistics using appropriate computer programs.
• Ability to work independently with little or no direction.
• Demonstrated ability to work as a team member and utilize good communications skills.
• Demonstrated ability with Microsoft Word, Excel, PowerPoint, Outlook, or other databases at a high level of proficiency, including the development of charts, graphs, and presentations.
• Demonstrated ability to work with numbers, statistics, and other technical data.
• Ability to handle and prioritize a variety of tasks concurrently.
• Typing speed minimum 50 wpm.
• Be physically capable of moving or lifting items up to 25 lbs.

Education and Experience

• Associate degree in business or related field; experience can be substituted on a year for year basis.
• Three years’ experience in an office environment.
• Valid Alaska Driver’s License