Administrative Assistant

DEPARTMENT OF UTAH VETERANS OF FOREIGN WARS OF US • Salt Lake City, UT • 1h ago

Nature of Work: Function as part of the VFW Service Office team by performing administrative duties. Responsible for preparation and mailing of correspondence. Maintain office files and records (both electronic and paper). Serve as initial point of contact for callers, screening calls, and transferring to the appropriate staff.

Typical Duties and Assignments:

Schedules and organizes complex activities such as meetings, travel, and Service Office activities.

Types and designs general correspondence, memos, charts, and spreadsheets. Proofreads for spelling, grammar, and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.

Establishes, develops, maintains, and updates office filing system. Retrieves information from files when needed.

Answers phones in the office. Answers all routine questions, transfers calls appropriately, and takes messages when needed. Works in cooperation with other team members to ensure phones are answered promptly.

Sorts and distributes mail. Opens mail for the Service Officer. Drafts written response or replies by phone or email when necessary. Responds to routine requests for information.

Works independently and within a team on special nonrecurring and ongoing projects.

Orders office supplies as needed through the Department Quartermaster.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

One year experience in a similar work environment required.

Position requires proficient human relation skills to enable communications with other staff, VFW members, vendors, and representatives of other veterans' organizations and basic organizational skills to perform record keeping duties to ensure efficient operation of office.

High school diploma or equivalent, plus additional training required; ability to operate moderately complex equipment, e.g., computer, copier, printer, scanner, and fax machine. Proficient written communication skills required, including good grammar and spelling.

Position requires proficiency with the operation of computer software to include word processing,databases, spreadsheets, and presentation software. Position requires the ability to @type a minimum of 55 words per minute.

SCOPE OF POSITION:

Position is FLSA non-exempt.

Position is under the direct supervision of the Service Officer. No supervisory responsibility. Decision making beyond specific responsibility is limited. Typical decisions are made when someone calls seeking information and must determine appropriate action. Plans own assigned work on a daily basis. Position requires no complex problem solving; most problems referred to supervisor for resolution. Typical contacts are with other staff 50 percent of the time to receive, coordinate and review work assignments; and membership and general public 50 percent of the time to courteously and expeditiously receive and refer request for assistance. Responsibility limited to suggestions relative to department process and operations.

WORKING CONDITIONS:

Works in a normal office environment; computer usage required up to 75 percent of the time to perform assignments. Must be able to bend/stoop and reach for sufficient periods to access top and bottom drawers of file cabinets. Must be able to lift cases up to 10 pounds. No overnight travel required.

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