Administrative Assistant

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Description/Job Summary

The incumbent performs complex and challenging administrative work. The incumbent works with minimal instruction or supervision and must be able to multitask and prioritize a wide variety of assignments. Candidate must be well organized, and exercise the ability to work independently and collaboratively. Advanced written and communication skills required. Incumbent must be comfortable working with executive staff, line management and administrative support staff. Incumbent should have at least an intermediate knowledge on how to generate reports, develop presentations, and spreadsheets. Intermediate to advanced proficiency in Microsoft Word and Excel required. Adobe 9 not required, but a plus for this position.


  • Distribute incoming mail and prepare outgoing mail for the office
  • Assist staff as needed on specific project work
  • Mailing of all checks with appropriate correspondence and putting together the bill packages
  • First level support on basic accounting questions
  • Maintains hard copy and electronic filing system including scanning of all accounting documents
  • Proofread and review correspondence
  • Receives and screens visitors, telephone calls, and emails for accounting department
  • Implements administrative systems, procedures, polices, and monitors projects
  • Performs data entry functions as needed
  • Contributes to team by accomplishing related work assignments as needed
  • Assist other administrators and executive assistants with overflow work and mass mailings
  • Other duties as assigned

Required Experience

2 to 5 years of general office experience. Computer literacy required.

Preferred Experience

Union experienced preferred.

Required Education

High school education

Required Qualifications

  • Excellent customer service
  • Written and oral communications skills.
  • Ability to work with all staff at various levels
  • Punctuality and good attendance is required.
  • Professional appearance.

Preferred Qualifications

Intermediate to advanced knowledge of Microsoft Word, Excel, PowerPoint, web browser, and Google Mail. Adobe 9 not required, but a plus.


Lifting of light boxes may be required in the course of organizing and distributing work in the office. Overtime maybe required to meet deadlines.

Use of the computer for approximately 70% of the day. Thirty-five (35) hours will constitute the regular work week. The working hours will be seven (7) with one hour for lunch per day. Flex start time window applicable (7:30am to 9:00am). However, flex window hours are subject to change to assigned start time(s) based on departmental needs. Dress code is business professional.
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We are an Equal Employment/Affirmative Action employer. We do not discriminate in hiring on the basis of sex, gender identity, sexual orientation, race, color, religious creed, national origin, physical or mental disability, protected Veteran status, or any other characteristic protected by federal, state, or local law.\n\nIf you need a reasonable accommodation for any part of the employment process, please contact us by email at EAGST@iupat.org and let us know the nature of your request and your contact information. Requests for accommodation will be considered on a case-by-case basis. Please note that only inquiries concerning a request for reasonable accommodation will be responded to from this e-mail address.\n\nFor more information, view the EEO is the Law Poster and Pay Transparency Statement.