Administrative Assistant II

Reporting to the HART Hub Lead, the Administrative Assistant provides clerical and administrative support to the Mesa Hart Hub department.

Responsibilities

• Performs general administrative duties as required for the department including mailing and scanning, faxing and copying documents
• Provide support for HART Hub staffing and management.
• Manage correspondence, including drafting letters, memos, reports, and other official documents.
• Maintain and organize electronic and physical filing systems in compliance with record-keeping policies.
• Handle incoming and outgoing mail, emails, and phone calls professionally and confidentially.
• Schedule and coordinate meetings, appointments, and travel arrangements for managers and team members
• Prepare meeting agendas, take minutes, and distribute action items.
• Creating client charts/ data entry/ data collection/spreadsheets
• Provide financial duties to the division ( ie. Reconciles billing, unput budget account numbers on invoices, and petty cash)
• Maintain office supplies inventory by checking stock and placing orders across locations withing the HART Hub
• Assist with event planning, logistics and coordination of office activities as required
• Maintain discretion when handling sensitive or classified information.
• Support the implementation of administrative policies and operational improvements.
• Public Communication: Serve as a point of contact for the public, stakeholders, and partner agencies. Respond to inquiries courteously and direct requests to appropriate personnel. Support internal and external communications, ensuring professionalism and accuracy in all government interactions.
• Ensure office and reception areas are organized and welcoming.
• Coordinate maintenance or facility service requests as needed.

Qualifications

• Post secondary education in Office Administration or equivalent combination of education and office experience
• Computer literacy required, knowledge of MS office application
• Good Oral, written and interpersonal skills to interact with departments and agencies, the media, the public and multiple social service agencies
• Sound judgement
• Ability to work independently, set priorities, manage deadlines and multiple tasks

Job Types: Full-time, Permanent

Pay: $31.38-$35.33 per hour

Benefits:

• Company pension
• Dental care
• Disability insurance
• Employee assistance program
• Extended health care
• Life insurance
• Paid time off
• Vision care

Work Location: In person