Office Assistant IV

• Performs and completes special projects in an effective and timely manner
• Creates/produces tables, documents, reports and charts
• Maintains and prepares statistical information and complex reports
• Prepares correspondence, queries, reports and other office forms, from draft to final form
• Pays close attention to details, as well as grammar and punctuation
• Routes final correspondence
• Processes information by comparing, calculating and/or transferring information to other data sources and ensures accuracy of data transfer
• Prepares and processes invoices for payment according to the approved budget and guidelines
• Prepares EAFs and APTs for payment
• Acquire checks
• Maintains budget records
• Copies, mails, logs information and files
• Supports all OFS programs, meetings, committees, conferences and conventions
• Assists in the coordination of logistics for meetings and conferences
• Prepares and processes travel authorizations, leave requests and expense reports for department staff, as well as non-staff
• Creates and maintains filing systems for various activities
• Sort, store and retrieve information as needed
• Schedules appointments, conference calls and meetings
• Assists with the facilitation of web meetings
• Takes notes as assigned
• Manages distribution of mail
• Regularly checks fax machines for documents
• Orders and maintains supply levels for the department
• Updates directories, departmental databases and committee lists
• Answers incoming calls for the department, screens calls, routes calls or takes and delivers messages
• Places calls as requested
• Handles routine requests for information
• Performs other related duties as assigned

• High school graduate or equivalent
• Minimum of five (5) years of office experience
• General knowledge of office and organizational procedures
• High level proficiency in MS Office Suite, especially Excel, MS Access
• Proficiency in other databases and software programs
• Ability to use MS Outlook, including the calendar program
• Ability to perform accurate data entry into databases
• Excellent knowledge of office and organizational procedures
• Must be able to independently complete assignments and work under pressure to meet tight schedules
• Sufficient written and oral communication skills to exchange routine information
• Strong ability to proofread documents and compose correspondence
• Ability to establish and maintain effective working relationships

Ability to comminucate in Spanish is desired

List of benefits