Executive Secretary and Administrative Assistant
Provides administrative support to Regional Asst. Director, Building Manger and Laborer Foreman in the coordination of numerous clerical duties and heavy lifting at times. Typical Duties using Microsoft Office Suite (Word, PowerPoint, Excel, Access) includes:
Prepare purchase orders from Nassau County Courts.
Process orders, tabulating and entering work orders.
Prepare Purchase Orders for submittal and approval.
Prepare Purchase Authorization Requests for submittal and approval.
Prepare monthly Purchase Requisitions for supplies for Nassau County Courts.
Receive deliveries and deliver water cooler bottles as needed.
Answer phone calls, take/direct messages to appropriate individuals and make appointments.
Contact and verify references of potential Contractors.
Make copies of documents and filing.
Send and receive mail electronically/regular mail.
Collect mail from mailbox.
Follow/confirm appointments with Contractors.
Prepare and monitor the Director and Building Managers' Travel Vouchers.
Prepare the Director and Building Managers' daily schedules.
Maintain all OGS requisite reports i.e.: Governor's Report, Vehicle Cost Report, Quarterly Training Log Report, Procurement Log of Transactions and Temporary Employees Contract.
Prepare weekly/bi-weekly employees time sheets and direct them to respective agencies for payroll.
Prepare memos and minutes for meetings.
Create specific forms as needed for employees.
Create folders for individual Courts/Companies/Contractors.
Update computer applications with current versions.
Other miscellaneous duties as required by management which may include heavy lifting.