Administrative Assistant - Seasonal

Description

The Facility Services Division is seeking a Seasonal Administrative Assistant (Part-Time) to provide clerical and administrative support to division staff. This position is ideal for an organized, detail-oriented individual looking to gain firsthand administrative experience in a fast-paced public service environment.

The Seasonal Administrative Assistant will support daily office operations, assist with data entry and recordkeeping, assist with answering phones, giving out blanket purchase orders, and responding to routine inquiries. This role plays an important part in ensuring accurate records, efficient workflows, and professional communication within the division. This is an excellent opportunity for someone with a finance background, who wishes to learn entry-level skills in this field.

Examples of Important Duties

• Perform data entry with a high level of accuracy

• Create, update, and maintain Microsoft Excel spreadsheets.

• Answer incoming phone calls.

• Assist with greeting visitors and providing general help to staff and the public.

• Maintain and organize records, logs, and administrative files.

• Assist with scanning files into an online filing system.

• Assist with copying, scanning, and distribution of files.

• Supporting administrative staff by setting up conference rooms for interviews and meetings.

• Maintaining confidentiality of sensitive information.

Minimum Qualifications

Required

• Must be at least 18 years of age

• Basic computer proficiency, including Microsoft Word, Excel, and Outlook

• Ability to perform accurate data entry and maintain organized online files using Microsoft SharePoint

• Strong attention to detail and organization skills

• Ability to communicate professionally

• Ability to work independently and follow instructions

Preferred

• Prior administrative, clerical, or office support experience

• Experience with filing systems and spreadsheet creation

• Customer service experience

• Some background or education in finance is a plus

Knowledge, Skills, and Abilities

• Knowledge of basic office procedures and administrative practices

• Skill in data entry, recordkeeping, and file management

• Ability to create and maintain spreadsheets

• Ability to answer phones professionally and provide courteous customer service

• Strong organizational and time management skills

• Ability to maintain confidentiality and manage sensitive information

• Ability to work effectively in a team environment

Supplemental Information

May be subject to medical, drug and alcohol testing.

Work hours

• Monday through Friday or some variation thereof

• Core work hours are between 6:30 am and 3:15 pm

• Actual daily schedule will vary

Working Conditions/Environment

• Office-based working environment

• Primarily sedentary work involving computer use, filing, and phone communications

• Occasional lifting of light office materials and/or supplies

Supplemental information

• Employment is contingent upon a favorable background check.

• This is a seasonal temporary position with no guarantee of continued employment

• Employees must comply with all M-NCPPC workplace safety policies and procedures