Summary:

The Administrative Assistant provides administrative, clerical and project support to Mercury’s Facilities Engineering and Maintenance Services Department. The Administrative Assistant is responsible for ensuring the efficiency and smooth operations for the Facilities Department.

Responsibilities

•Maintain department expense records, insuring accuracy of all submitted invoices and payments: tracking expenses against budget plans.

•Prepare, proof and edit documents, correspondence, spreadsheets and reports as directed ensuring accuracy and meeting all established deadlines.

•File and retrieve documents and reference materials using standard ILM practices.

•Answers and direct phone calls, take messages, and field/answer all routine and non-routine questions. Liaise with staff at all levels.

•Serve as office manager to include responsibility for office supplies, secure maintenance of office equipment, establish and maintain filing system, sort and direct mail, and maintain an accurate calendar. Providing high quality customer service using professionalism, confidentiality, and good judgment is required.

•Prepare, coordinate and organize meetings as required to include room reservations, notification to members, and distribution of meeting materials and minutes.

•Prepare and process monthly accounting reports.

•Enter requisitions and receive services using Oracle software. Act as Department administrator for Oracle Application systems – requisitions, receiving, projects, fixed assets, reports, training and discrepancy resolution. •Contact internal and external customers to verify accuracy of charges in monthly financial reports and budgets.

•Conduct independent solution seeking activities based on analysis. Take initiative, make recommendations to improve current systems.

•Prepare administrative reports, presentations, and other documents.

•Prepare travel arrangements as required.

•Other duties may be assigned.

Skills

Individual shall possess the knowledge and the following skills and abilities or be able to perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities.

Basic Qualifications

• Associates Degree or Certification
• 3-5 years of administrative work experience
• Ability to multi-task in a fast-paced environment

Preferred Qualifications

• Experience using Oracle software