Administrative Assistant at Chenega Corporation

Overview

CHENEGA RELIABLE SERVICES, LLC

Newton Falls, OH Hybrid

The Administrative Assistant will provide office services by implementing administrative systems, procedures, and policies, and monitoring administrative projects. Under the direct supervision of the Program Manager this position provides administrative and secretarial support. In addition to typing, filing and scheduling, performs duties such as financial record keeping, coordination of meetings, obtaining supplies, coordinating direct mailings, and working on special projects. Also, answers non-routine correspondence and assembles highly confidential and sensitive information. Deals with a diverse group of external callers and visitors as well as internal contacts. Independent judgment is required to plan, prioritize and organize diversified workload, recommends changes in office practices or procedures.

Responsibilities

• Assist Program Manager by researching, routing correspondences, typing draft letters, mailing and initiating corporate communications
• Welcome guests and customers by greeting them, in person or on the telephone; answering or directing inquiries.
• Attain knowledge of management schedules and people who require immediate access to management.
• Maintain office appointment schedule by assisting in planning and through screening of telephone calls.
• Produce information by formatting, inputting, editing, retrieving copying and transmitting text.
• Collate forms and documentation for meetings.
• Collate forms, spreadsheets, and other pertinent information for management organizational needs.
• Record and calculate for accuracy.
• Create spreadsheets for tracking and invoicing purposes.
• Represent Program Manager when required by assisting in meetings.
• Write meeting minutes.
• Send correspondences.
• Assist the Technical Librarian with compiling information into searchable PDF documents.
• Provide historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions and assist in typing official meeting minutes.
• Maintain office supplies inventory:
  • Check stock to determine inventory level.
  • Anticipate needed supplies.
  • Evaluate new office supplies.
  • Place and expedite orders for supplies.
  • Verify receipt of supplies.
• Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; and continuous training.
• Contribute to administrative support policy by accomplishing related results as needed:
  • Assist with clerical duties.
  • Research and provide relevant information to completed group tasks.
  • Support in physical tasks.
  • Assist in maintaining account balances by verifying, coding and posting transactions.
  • Create excel-based spreadsheets to track associated costs.
  • Assign cost to contracted task lines.
  • Provide contract information to corporate office as needed.
  • Perform other duties related to the position as directed by the Program Manager.
• Coordinate all aspects of meeting (Restoration Advisory Board, Public Meetings, internal Team meetings, Partnering Meetings, Installation Action Plan Meetings). Responsible for the following:
  • Assist in organizing meetings.
  • Contact and coordinate meting locations for reservations.
  • Distribute meeting agendas (Public mailings, RAB Members and elected officials).
  • Coordinate and schedule internal contractor’s trial run presentations.
  • Prepare public relations team draft presentations.
  • Transcribe minutes during meeting.
  • Set up meeting location site and tear down.
  • Prepare comment response table for meeting minutes.
  • Preparation and distribution of final meeting minutes to all stakeholders.
• Submit and received official letters & correspondences between the Army National Guard Directorate and the Ohio EPA.
• Process each letter/correspondence and indicate receipt date to ensure established deadlines are met.
• Create and maintain excel-based spreadsheet to track all correspondences.
• Distribute each correspondence to ensure necessary personnel involvement.
• Format for inclusion in the Camp Ravenna/RVAAP administrative record.
• Other duties as assigned.

Qualifications

• High School diploma or equivalent
• Associate or bachelor’s degree Preferred
• Minimum three (3) years professional administrative work experience

Knowledge, Skills and Abilities

• Ability to effectively communicate orally and in writing.
• Be well organized and be able to manage numerous, simultaneous activities.
• Knowledge of Microsoft Access, Word, Excel, PowerPoint, Outlook and Windows-based operating systems

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.)

• While performing the duties of this Job, the employee is regularly required to sit and talk or hear. The employee may use repeated motions that include the arms, wrists, hands and/or fingers. The employee is occasionally required to walk, stand, climb, balance, stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision.

Any estimated salary provided by this job board may not align with Chenega's compensation program. Please apply to connect with a recruiter who can provide more details.

Executive Order 13495, The Non Displacement of Qualified Workers Under Service Contracts provide first right of refusal to incumbents on contracts. If the position is accepted by the incumbent on the job, other application/resume of non-incumbents will not be reviewed.