Administrative Assistant - Washington, United States - The American Legion
Description
GENERAL SUMMARY:
This position is responsible for performing general tasks for the Veterans Affairs and Rehabilitation Director, in support of their Commission, Committees and Division.
ESSENTIAL FUNCTIONS:
Office Administration:
a. Serve as receptionist
i. Greet visitors and point them in the right direction, answer inquiries, and create a welcoming environment
ii. Screen phone calls, redirect calls, and take messages
iii. Receive deliveries; sort and distribute incoming mail
b. Organize and schedule meetings and appointments
i. Maintain calendars and invitations
ii. Maintain contact lists
iii. Coordinate on-site, virtual and other meetings/events
i. Prepare, dispatch and archive correspondence and meeting minutes
ii. Assist in the preparation of regularly scheduled reports
iii. Create and maintain filing systems, both electronic and physical
iv. Process citations and certificates
d. Manage accounts and perform bookkeeping
i. Order office supplies; create purchase requests
ii. Prepare the monthly credit card and travel expense reports
iii. Distribute payroll and payable checks
e. Prepare and facilitate IT equipment and help desk requests
i. Ensure operation of office equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques
f. Maintain office supplies inventory
i. Determine inventory level; anticipate needs; place orders; and verify receipt of purchases
ii. Ship brochures/pamphlets
Travel Arrangements:
a. Coordinate airline, hotel and other required reservations
b. Prepare travel requests
Events (National Convention, Washington Conference, Spring/Fall Meetings):
a. Prepare invitations, agenda, reports, etc., in connection with events
b. Arrange logistics (transportation, on-site points of contact, schedule, etc.)
c. Communicate with participants to coordinate details and gather required information
d. Travel in support of the organization, as required
- Perform other duties as assigned.
REPORTING RELATIONSHIP (reports directly to): VA&R Director
MINIMUM SKILLS REQUIRED FOR ESSENTIAL FUNCTIONS:
Education/Technical Knowledge:
High school diploma or equivalent; college degree preferred
Additional Skills Needed:
- Proficient in Microsoft Office software (Outlook, Word, Excel, PowerPoint, Teams, etc.)
- Knowledge of office management systems and procedures
- Excellent time management skills and ability to multitask and prioritize work
- Attention to detail and problemsolving skills
- Excellent written and verbal communication skills
- Strong organizational and planning skills
Experience:
3 years up to 5 years
Supervision of Others:
This position involves no responsibility of authority for the direction of others.
Pay:
$36, $46,196.00 per year
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Schedule:
- 8 hour shift
Ability to Relocate:
- Washington, DC 20006: Relocate before starting work (required)
Work Location:
In person
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