Vendor Management Assistant

ESSENTIAL DUTIES AND RESPONSIBILITIES :

• Provides administrative support for special projects to include research, compiling data, preparing standard reports.
• Answers telephones, takes accurate messages, and screens and directs calls in a professional manner.
• Composes, prepares, and proofreads correspondence, office memos, and reports on the computer; maintaining confidentiality when required.
• Handles all administrative detail to support programs or processes under the direction of a manager. Includes handling requests for information, sending out routine letters and inquiries, answering questions, following up on problems or needed changes.
• Prepares materials needed by the Department relative to the processes or programs.
• Designs, implements, and updates forms for use within the office by applying knowledge of software applications.
• Maintains files in an organized and accessible manner to include updating information, purging files on a regular basis, and creating a new filing system as needed.
• Maintains program calendars and schedules meetings and appointments as necessary. May make meeting arrangements or coordinate needed changes.
• Communicates with all levels of management on information relating to projects and other requests. Acts as a liaison between management and other staff.
• Documents actions, processes and procedures supporting processes and programs.
• May use and maintain databases and on-line records. Maintains accuracy of hardcopy and on line records.
• May receive invoices and review for accuracy, provide codes for payment or tracking, complete approval documentation and obtain authorized signatures. Forwards records to accounting for processing, expedites payments and files in appropriate records system.

MINIMUM QUALIFICATIONS:

• High School Diploma or equivilant
• Minimum of two years of office administration experience.

PHYSICAL DEMANDS : The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Requires prolonged sitting, some bending, stooping and stretching. Requires occasional lifting of up to 30 pounds. Requires eye-hand coordination and manual dexterity sufficient to operate a keyboard, photocopier, telephone, calculator, and other office equipment. Requires hearing and vision corrected to normal range.

WORK ENVIRONMENT : The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work is performed in an office environment and involves frequent contact with management and staff.