Extra Help - Administrative Assistant

Job description

Position Details

Position Information

Position TypeCivil Service -Extra HelpClassification TitleExtra Help -Administrative AssistantPosition's Functional TitleExtra Help - Administrative AssistantPosition Start Date11/01/2019Position End Date (if temporary)Position Summary

The Extra Help Administrative Assistant serves as a temporary direct assistant to the Executive Director providing support and coordination in all areas of the Executive Directors’ work. He/she is responsible for the coordination and implementation of administrative and reception activity for the Executive Director and administrative offices. This temporary position reports to the Executive Director.

Essential Responsibilities
•Organize and schedule meetings and appointments, keeps calendars up to date
•Develop and update administrative systems to make them more efficient
•Carry out administrative duties such as filing, typing, copying, binding, scanning, etc. for the administrative team
•Maintain computer and manual filing systems
•Verify and maintain data entry needs in various online student information systems;
•Generate/Request reports for the school leadership team (i.e. attendance, enrollment, etc);
•Assist the school leadership staff and teachers with a wide variety of daily tasks;
•Greet and assist visitors to the office
•Communicate with both internal and external families and staff via email, telephone, fax, and face to face contacts
•Provide general support and accurate information to visitors
•Make outbound calls (i.e. enrollment, community partners);
•Book conference calls, set up technology in meeting rooms, etc
•Assist with event planning and meeting setup;
•Take accurate meeting minutes
•Take dictation
•Handle sensitive information in a confidential manner
•Contribute to team effort by accomplishing related results as needed

Other Duties
1.Comply with regulatory health requirements, including a pre-employment physical with lift test, proof of MMR and DTAP immunization, initial TB test and annual physical exam.
2.Attend all meetings and training as required.
3.Adhere to all plans, policies, and procedures of Governors State University, Family Development Center and Early Head Start.
4.Attend other related meetings and training as requested.

Minimum Qualifications

•1 year of proven admin or assistant experience
•Knowledge of office management systems and procedures
•Excellent time management skills and ability to multi-task and prioritize work
•Attention to detail and problem-solving skills
•Excellent written and verbal communication skills
•Strong organizational and planning skills
•Proficient in MS Office; ability to learn school software
•High school diploma or equivalent; college degree preferred

Preferred Qualifications

•Associates degree in a related field
•3 years of administrative assistant experience

Posting Date10/18/2019Closing DateOpen Until FilledYesPosting NumberCS0343PType of SearchExternalQuicklink for Postinghttp://employment.govst.edu/postings/4522Employee IDDepartmentSpecial Instructions to ApplicantsSupplemental Questions

Required fields are indicated with an asterisk (*).

  1. How did you hear about this employment opportunity?
    • Public Job Posting
    • Internal Job Posting
    • Agency Referral
    • Advertisement/Publication
    • Personal Referral
    • Website
    • Other
  2. * Are you a resident of the State of Illinois?
    • Yes
    • No
  3. * Are you at least 19 years of age?
    • Yes
    • No
  4. Do you have a High School Diploma or GED?
    • Yes
    • No
  5. Do you have access to official copies of your transcripts?
    • Yes
    • No
  6. In your opinion, what are the most important skills that a good administrative assistant should have?

    (Open Ended Question)

Required DocumentsRequired Documents
  1. Resume
  2. Cover Letter
  3. Transcripts
Optional Documents
  1. Letter of Recommendation
  2. Other
  3. Other2
  4. Other3
  5. Other4
  6. Other5
  7. Certification/Professional License




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Job No:
Posted: 10/20/2019
Application Due: 11/2/2019
Work Type: