Administrative Assistant in Sandy Springs, GA at Vaco

Date Posted: 5/29/2019

Job Snapshot

Job Description

Vaco is seeking an Administrative professional for a great client in the Cobb/Sandy Springs area. This role is designed to provide a broad range of functionally unique technical and administrative duties in support of the department. The Senior Administrative Assistant will maintain a close and highly responsive relationship to the day-to-day activities of the units within the department, demonstrating an in-depth knowledge of the operations of the office and of corporate policy. Prioritize the workflow of other administrative/ secretarial staff within the same department / or section, if applicable or appropriate.

Job Duties:

  • Creates and maintains project documentation for the applications supported by the section. This documentation includes design documentation prepared during development activities, process flows of existing and proposed systems, and documentation supporting the changes and enhancements made to operational systems during their life cycle. Participates as a recorder for meetings conducted by departmental staff as needed.
  • Serve as Administrative Coordinator for subcommittee meetings. Upload/download necessary documents from the ITS website prior to the meeting. Organize and provide hard copies of all documents for each director and manager as needed. Maintain hard copies with up-to-date information. Organize internal review meetings. Record and edit meeting minutes during MEAG's term. Send email notifications as necessary.
  • Provides all aspects of administrative assistance and support including preparation of memos, letters, presentations, reports, travel arrangements & associated expense reports, invoice processing, etc. in a timely, professional manner.
  • Maintains appointment schedules and calendar of activities for management and department as required. Coordinates and schedules internal and external meetings and conferences to include arranging for refreshments and/or meals.
  • Classifies, files, and retrieves materials using established filing systems. Records new files in computer systems. Keeps manual files, department manuals and various loose-leaf services updated.
  • Processes files for retention and destruction by the Records Center. Maintains office procedures & appropriate filing systems. As necessary, makes modifications to existing file systems or methods consistent with Records Center standards.
  • Reviews, prioritizes and distributes mail, periodicals, and reports. Also prepares daily items for outgoing mail, Federal Express, fax, electronic mail, or courier. Maintains supplies for the area.
  • Coordinates ongoing & special or technical projects, as requested or required.
  • Performs other duties as assigned.

Qualifications:

  • Position generally requires a high school diploma with 3-5 years of related work with progressive increase in responsibilities & experience in administrative assignments.
  • Associates degree preferred. Experience may substitute for education.
  • Excellent written and verbal communication skills are essential, along with good interpersonal skills.
  • High proficiency in the Microsoft Office suite is essential.
  • A thorough understanding of computer concepts and an interest in investigating new technologies is highly desirable.
  • Ability to handle routine to moderate administrative details and tasks is required.
  • Assignments are broad in nature, requiring originality and ingenuity such as preparing new reports.
  • Requires ability to effectively interface with all departments/ different levels of employees and maintain high levels of customer service, integrity, and confidentiality.