Administrative Aide Job Description

Administrative Aide Job Description

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Administrative aide provides proofreading and editing for spelling, grammar, and punctuation of correspondence, scholarly articles, and web postings authored by the faculty members and prepares final version for signature and/or dissemination.

Administrative Aide Duties & Responsibilities

To write an effective administrative aide job description, begin by listing detailed duties, responsibilities and expectations. We have included administrative aide job description templates that you can modify and use.

Sample responsibilities for this position include:

Maintains spreadsheet and file folders related to the Duties Statements and prepares ad-hoc reports as needed
Official Correspondence
Work in proprietary client system and database to track employee's corporate training and specialized training by title, job type, seniority
Perform basic level clerical and/or secretarial duties in support of a department, project or contract
May perform assignments including
May perfrom assignments such as entering data and operating office machines
Assist in the compilation of data to be used in the preparation and analysis of the MWBE office requests
Develop tabulations of data for analysis
Draw conclusions from analyzed data and recommend action based on results of data
Prepare spreadsheets, charts, and reports to describe the analysis and document procedures and analytical methods

Administrative Aide Qualifications

Qualifications for a job description may include education, certification, and experience.

Licensing or Certifications for Administrative Aide

List any licenses or certifications required by the position: CPR, BLS

Education for Administrative Aide

Typically a job would require a certain level of education.

Employers hiring for the administrative aide job most commonly would prefer for their future employee to have a relevant degree such as Bachelor's and Associate Degree in Associates, Business, Graduate, Communications, Education, Faculty, School of Professional Studies, Marketing, The Arts, Sports Management

Skills for Administrative Aide

Desired skills for administrative aide include:

Proper grammar
Spelling
Punctuation
Spelling and punctuation
Grammar
MS Windows and related word processing
Database software
Spreadsheet
Excel
LEAN processes and continuous improvement efforts

Desired experience for administrative aide includes:

High School diploma or qurivalent and years of related experience
Ability to type at least 55 WPM, with fewer than 5 errors
Ability to use a PC
Assist in the review, evaluation, and analysis of a variety of reports and records specific to the assignment
Respond to inquiries with information on MWBE availability
Monitor and respond to inquiries submitted through the MWBE Mailbox

Administrative Aide Examples

1

Administrative Aide Job Description

Job Description Example
Our innovative and growing company is hiring for an administrative aide. We appreciate you taking the time to review the list of qualifications and to apply for the position. If you don’t fill all of the qualifications, you may still be considered depending on your level of experience.
Responsibilities for administrative aide
  • Provide assistance to all Compliance Specialists and the Assistant Director as needed
  • Schedule meetings, manage calendars, and prepare travel arrangements
  • Conduct outreach campaigns in the New York State Contract System
  • Other duties as requested by the Assistant Commissioner or Assistant Director
  • Reviewing and analyzing a variety of reports and records in the evaluation of internal control and compliance in the area of HR Transaction Processing
  • Preparing tables, charts, and reports, including any overtime requests that require budgeting codes
  • Managing, reviewing for accuracy, and tracking requests to fill and appointment recommendations for the BSC HR Service Lines
  • Assisting in the recruitment and selection of employees within the BSC HR Service Lines
  • Assisting in the data collection and analysis of BSC HR customers as they onboard for services to ensure that we have the appropriate office resources
  • Creating and maintaining BSC HR organizational charts using Visio
Qualifications for administrative aide
  • Assisting with reviewing and revising BSC HR Standard Work and procedures manuals
  • Using LEAN concepts to analyze procedures and identify alternative approaches to resolving problems or issues
  • Working independently with minimum supervision in preparing and editing draft correspondence and other documents
  • Assisting in reviewing, designing and making modifications to BSC HR forms
  • Testing will be required as part of the selection process for this position
  • You will be contacted by Corporate Test Administration upon passing the resume screening process
2

Administrative Aide Job Description

Job Description Example
Our innovative and growing company is searching for experienced candidates for the position of administrative aide. We appreciate you taking the time to review the list of qualifications and to apply for the position. If you don’t fill all of the qualifications, you may still be considered depending on your level of experience.
Responsibilities for administrative aide
  • Reviewing IT purchase requisitions
  • Processing low dollar IT Purchase Orders
  • Resolve invoicing issues with vendors
  • Resolve invoicing issues with finance department
  • Following up on orders placed with suppliers
  • Process payroll using on-line time system
  • Ensure received oil sample paperwork identification for correctness
  • Ensuring all requirements are met in the creation of project packages ensuring the timely processing of submittals Right of Way (RW), permits, tasks
  • Greets visitors and staff promptly and professionally
  • Answers calls and triages messages
Qualifications for administrative aide
  • Must have the ability to communicate effectively with a diverse population of students and staff, demonstrate inter-cultural competence with an understanding of the dynamics of diversity in higher education
  • Proficiency with intermediate-level Microsoft Office
  • We encourage you to immediately begin preparing for any tests required in this job posting - Link to Study Guides
  • Previous Procurement experience a plus
  • Familiarity with IT Purchasing a plus
  • High school diploma (or equivalent) and 1-3 years of relevant work experience
3

Administrative Aide Job Description

Job Description Example
Our innovative and growing company is looking to fill the role of administrative aide. To join our growing team, please review the list of responsibilities and qualifications.
Responsibilities for administrative aide
  • Determines which information should be distributed/assigned to staff and sets deadlines for responses
  • Follows-up on responses to ensure that information is completed and received by established deadlines
  • Reviews information when received to ensure completeness and refers to appropriate Executive staff for action
  • Researches inquiries and gathers information to support a response by the appropriate Executive staff person
  • With significant knowledge of program areas, responds to questions concerning policy and procedures
  • Prepares and develops complex charts, graphs, spreadsheets, in addition to statistical and narrative information for Executive level staff
  • Drafts confidential and sensitive responses to letters and other correspondence for the appropriate Executive staff review and signature
  • Documents and coordinates work processes
  • Designs and maintains electronic hardcopy correspondence files
  • Schedules meetings, maintains Executive staff calendar, schedules travel arrangements and hotel accommodations and prepares expense reports for Executive staff
Qualifications for administrative aide
  • Minimum of two years of clerical experience
  • Ability to perform general administrative tasks involving organization, the use of judgment and requiring accuracy and speed
  • Skilled and experienced in the facilities maintenance or management field of work or in the construction industry with a working knowledge of building systems
  • Ability to prepare written material in a clear and concise form
  • Ability to train and supervise subordinates and other staff
  • Will be required to appropriately handle and manage confidential information
4

Administrative Aide Job Description

Job Description Example
Our company is looking for an administrative aide. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for administrative aide
  • Assists in reviewing and/or designing agency forms
  • Oversees maintenance of office supplies and ensures that requisitions for supplies are requested in a timely manner
  • Arranges conferences and prepares and assembles materials for meetings and conferences
  • Word processing skills/abilities are a mandatory component of the assignment
  • Regional administration and coordination of benefits programs
  • Plan, organize, and prioritize multiple concurrent assignments and daily tasks adjust to changing priorities
  • General administrative support for the Associate Commissioner for Division of Enterprise Solutions, the Director of Budget Services, and the Director of Cost and Revenue Support
  • Maintains employee directory and related data pertaining to employees assigned to the unit, including company resumes
  • Prepares general correspondence and maintains general files
  • May coordinate physical space requirements for the assigned unit
Qualifications for administrative aide
  • Must have a minimum of three years of experience performing advanced administrative and/or clerical functions
  • Demonstrated experience calendaring appointments including coordinating, scheduling, and planning meetings and conference calls using MS Outlook or an equivalent application
  • Demonstrated experience researching, coordinating, and finalizing moderately complex assignments
  • Demonstrated ability to work independently, in a team environment, interact effectively and collaboratively with clients, peers, management, and other work units both on the phone and in person
  • Must have ability to work well under pressure to meet changing deadlines, perform with minimal supervision, and possess excellent organizational skills
  • Must demonstrate resource and project planning, decision making, results delivery, and staying current with relevant technology and innovation
5

Administrative Aide Job Description

Job Description Example
Our company is growing rapidly and is hiring for an administrative aide. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for administrative aide
  • Tracks requests from Civil Service for Exempt Items’ Duties Statements and identifies appropriate duties according to the title
  • Gathers statistics and general environmental data
  • Manages multiple calendars
  • Initiates and coordinates specific meetings, conferences and calls
  • Researches, coordinates, and finalizes moderately complex assignments
  • Exercises independent judgment with respect to routine problems
  • May provide functional direction
  • Utilizes computer applications to generate reports and timely information
  • Provides information as necessary which could influence decisions having a minor departmental impact
  • Creates and maintains a safety conscious work environment by leading and influencing others to follow protocols and safe work practices
Qualifications for administrative aide
  • Candidates for this position must be legally authorized to work directly as employees for any employer in the United States without visa sponsorship
  • Additional testing may be required as part of the selection process for this position
  • Demonstrated experience responding to and routing internal and external customer calls/inquiries receiving visitors
  • Maintains daily intake of all incoming applications/inquiries, mainly through the electronic recruitment mailbox, in response to all OSC vacancy postings and allocates to appropriate shared drives for Division access to resumes
  • Logs all incoming applications/inquiries into the applicant tracking log on a daily basis, including recruitment source
  • Works with Personnel Liaisons and unit supervisors to identify and prioritize requests for resumes

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