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Administrative Assistant

Minneapolis, Minnesota 55414

Category: Professional Job Number: 18120

 

Voca has an immediate opening available for a Administrative Assistant in Minneapolis, MNIf you are interested, please forward your resume to Kaley Fuller at kfuller@myvoca.com and call her at 347.293.2560. Thanks!

 

Position Details 

Job Description

The Administrative Assistant provides clerical and secretarial support to assigned area(s) and acts as a resource for area operations. Core Competencies: Provides coordination of written and verbal communication to support day to day operations.

  • Answers, screens, and responds to telephone calls, greets and directs visitors, demonstrating excellent customer service.

  • Takes and routes concise message and responds as requested.

  • Reviews and routes inter-departmental and postal service mail Provides secretarial support including word processing; composing and proof reading correspondence; presentation and report development; copies, collates and distributes as required. Assists in maintaining databases and associated files and records on a regular basis according to established procedures.

  • Prepares and distributes reports as requested.

  • Gathers information and prepares summaries as requested. Develops and implements office procedures to maintain systems and records.

  • Orders office supplies and maintains equipment.

  • Locates and order repair and service requests.

  • Prepares invoices for payment. Schedules/coordinates meetings; appointments; manages calendars for department staff.

  • Distributes meeting announcement/agendas and materials as needed.

  • Schedules room, AV, and catering arrangements.

  • Makes travel arrangements. Meets all role-related and age-specific competencies.

  • Demonstrates ability to provide care or service adjusting approaches to reflect developmental level and cultural differences of population served. Universal Competencies:

  • Demonstrates Commitment to Customers

  • Is aware of different customer needs/desires.

  • Takes action to meet customer needs/desires with respect to customer diversity.

  • Helps improve processes to meet customer needs.

  • Suggests and acts on ideas to improve overall customer service.

  • Respects confidentiality and shares information with only those that need to know

  • Demonstrates Commitment to Fellow Employees

  • Seeks to understand and value differences between employees.

  • Treats other employees with dignity and respect.

  • Demonstrates open, honest communication and behavior.

  • Resolves conflict in a positive manner.

  • Contributes to the productivity of the workgroup.

  • Lives the values of dignity, integrity, service and compassion.

  • Supports the mission/vision.

  • Chooses to make our company a better place. 

  • Completes all initial and annual required learning relevant to the role.

  • Complies with all relevant laws, regulations, and policies.

  • Contributes to a safe work environment

Qualifications

Experience: Minimum Experience None to 1 Year

Preferred Experience: One to Three Years Knowledge

 

Skills and Abilities Needed: Ability to accept cultural differences

Ability to work effectively with staff, customers and external agencies 

  • Communication skills
  • Computer skills and associated software (Excel, Access, etc.)
  •  Conflict management skills. Customer service knowledge and skills.
  • Data entry skills
  • Knowledge of confidentiality policy. Knowledge of developmental stages and age appropriate outcomes and interventions
  • Knowledge of different cultural groups needs and desires.
  •  Knowledge of office equipment
  • Office automation software; e-mail; GroupWise, Organizational skills
  • Process improvement skills, Telephone management skills, Time management skills.
  • Word processing skills and associated software skills (Word, PowerPoint, Visio, etc)

Additional Requirements:

  • Prefer courses or workshops in personal computer word processing and software programs.
  •  Requires excellent organizational skills, attention to detail, written and verbal communication skills.
  • Must have ability to use independent judgment to perform a wide variety of tasks in a professional manner.

Voca: The Spirit of Work

IND-KF

Kaley Fuller

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