Administrative Assistant

Job Details: Level: Experienced, Job Location: 1001 MANNHEIM RD

• BELLWOOD, IL, Position Type: Full Time, Education Level: High School, Salary Range: $18.00 - $20.00Hourly, Travel Percentage: None, Job Shift: Day, Job Category: Admin
• Clerical, The Administrative Assistant will provide administrative support to ensure efficient operation of the office. General office support to managers and employees including a variety of tasks related to daily operations of the organization. Duties/Responsibilities: Serve as the eyes and ears of the office, providing information, answering questions, and responding to requests. Ensure optimal use of office equipment, supplies, and inventories through preventive maintenance. Maintain supplies inventory by checking stock to determine inventory levels; anticipating needed supplies; placing orders and verifying receipt of supplies. Provide front-desk coverage by managing a busy, multiline phone system, greeting guests as they enter the office, managing incoming/outgoing mail and shipments, and maintaining an organized, clean office environment. Provide administrative support to senior leaders, including email correspondence and generation and distribution of memos, letters, spreadsheets, forms, and faxes. Plan, organize, and schedule credit union meetings in the office, off-site, and via videoconference. Coordinate domestic and international travel arrangements for employees. Maintain filing system, contact database, employee list, and inventory. Order and oversee office supplies and food deliveries for group meetings. Carry out administrative duties such as filing, typing, copying, printing, scanning etc. Assist in the preparation of regularly scheduled reports including but not limited to payroll and expenses. Develop and maintain electronic and manual filing systems. Maintain various contact lists of vendors, suppliers and other service providers. Ensure trouble-free operation of office equipment by completing preventive maintenance; calling for repairs; maintaining equipment inventories; evaluating new equipment. Oversee land and building maintenance services performed by third party providers. Reconcile, process, and submit invoices and expense reports for payment by the Accounting Department Organize infrequent travel arrangements and accommodations for senior managers and directors. Maintain various employee records with integrity and discretion. Handle sensitive information in a confidential manner. Cover the switch board and reception desk when needed. Special Projects as assigned.

Qualifications

Required Skills/Abilities: Proven administrative experience. Superb written and verbal communication skills Strong time-management skills and multitasking ability Aptitude for learning new software and systems Experience with accounting software and HRIS. Excellent organizational skills and attention to detail. Excellent written and verbal communication skills.

Proficient in Microsoft Office Suite or similar software.

Education and Experience

Associates or bachelor’s degree in business, accounting, communications, or equivalent experience. Previous success in office management Experience managing budgets and expenses Experience developing internal processes and filing systems. Comfortable handling confidential information