KENTUCKY EDUCATIONAL DEVELOPMENT CORPORATION

JOB DESCRIPTION

 

 

POSITION:  Administrative Services Team Associate

(Administrative Assistant/Co-Receptionist/Member Services Specialist)

 

REPORTING RELATIONSHIPS:            Administrative Services Team

                                                                        Member Services Team

           

QUALIFICATIONS: 

            Degree Preferred.

            Knowledge Microsoft Office software

            Knowledge of general office procedures

 

WORK YEAR/HOURS PER WEEK:         Full-time

 

GENERAL RESPONSIBILITIES/DESCRIPTION:

           

Perform various duties as assigned thru team interaction.  The following are examples of such duties (daily assignments will vary and this list is not intended to be all inclusive or limiting):

 

PHONES / FAXES-

·         Phones should be answered within 3-4 rings if possible with calls being transferred to appropriate person keeping in mind that no personal information can be given out over the phone due to HIPAA regulations.

·         Incoming faxes (via email) should be forwarded on to designated person immediately upon receipt with special attention being made to confidentiality.

 

MEETINGS / CALENDAR / CARS –

·         The meeting room calendar should be checked daily and signs made directing visitors to the appropriate room. 

·         Staff checking out cars should be logged in the schedule in Outlook with special attention being paid that keys are returned.

 

MAIL -

·         Incoming mail should be processed immediately upon arrival and all checks  

received written up for the daily deposit and given to the Business Office Clerk to be taken to the bank.

 

CONSULTANT SUPPORT

·         Assist Consultants with research, presentation content development, copies, faxes, orders, meeting preparation, and other tasks as needed. 

 

 

VENDOR SUPPORT

·         Communicate with vendors concerning sales reports and admin fees.

·         Answer vendor questions concerning how to bid and become an approved vendor.

 

 

ACCOUNTS PAYABLE -

·         Accounts Payable should be keyed throughout the week and must be given to the Bookkeeper by end of day on Thursday.  This includes Instructional Support, Wilderness Trail and Upper Cumberland Coop expenses. 

 

ACCOUNTS PAYABLE CHECK PROCESSING -

·         Process Accounts Payable checks from the Business Office stamping them as paid and ensuring they are mailed out the day they are received to ensure no late fees are incurred.  Checks are not to be left unattended at any time. 

 

In the Absence of Receptionist –

·        Co-Receptionist should know how to do the following in his/her absence:

    1. Forward faxes
    2. Check out cars
    3. Make signs for meetings in the building
    4. Know where each of the meetings are in case someone comes in to ask
    5. Write up the deposit
    6. Stamp & sort mail
    7. Run UPS end of day report
    8. Update postage machine
    9. Other duties as assigned.