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Administrative Assistant - II
Ref No.: 18-13278
Location: La Verne, California
Start Date / End Date: 11/05/2018 to 03/31/2019
LOA - C. Clayton

Provides administrative and clerical support to an individual manager, department or group of managers. May spend significant amount of time coordinating functional administrative activities which support clinical trials, medical information, sales etc. In addition to the Administrative Assistant responsibilities provides administrative and clerical support to the department¿s interview process, which includes creating, and distributing agendas, collecting assessment forms and scheduling and making travel arrangements. Organizes and schedules extra-department meetings. Ensures computer equipment, and all new hire materials are arranged for the person¿s first day at Client. Tracks and verifies data using a variety of software to conduct data entry and sorting of information. May track department budget as directed by immediate manager. Conducts internet searches as directed. Creates or may assist in the creation of presentation materials and drafts technical documents as needed. Manipulates Excel spreadsheets into different sorts and formats and works with Word, Power Point documents as directed by immediate manager. Gathers, collects, records, tracks and verifies relatively complex data and information from multiple sources. Liaises with external agencies or organizations to coordinate activities which are important to the function of the department.

Tasks
Copy Center Coverage • Maintenance Owned
Mail Services • AM mail run: B650 (1 bank) & B550 (1 bank)
• PM mail run: B502 (3 banks) & B542 (5 banks)
• US Government Client postal machine - use and maintenance
• PO Box - annual fee
• Maintain mail slots throughout facility
Catering Setup • Requests from Admins via email
• Same-day requests by 10am
• Admins responsible ? 5 people
• Backup/assistance from Day Porter
Costco Orders • Manage supplies in storage closets
• Site order placed every two weeks
• Dept order placed monthly
• Monitor delivery and verify items/qty
• Verify invoices through Brainware
Copier/Printer Services • Call for service as needed
• Escort service rep if not a trained vendor
• TONER: Order from SafetyNett and deliver/stock
• TONER: Replace at copiers as needed
• PAPER: Order from OfficeMax and deliver/stock
• PO/Invoice management (three vendors)
Iron Mountain • Keep 20 boxes available in Copy Center
• Checkout boxes as needed/arrange for pickups
• Monthly shredding service coordination
• Open shred bins on-site as needed
Copy Center Equipment • Safety training for other users as needed
• Binding machines - use and maintenance
• Industrial hole punches - use
• Cutting machine - use and maintenance
• Electric Letter Opener - limited use
Log Books / Card Stock Labels • Requests are made via e-mail - daily
• Logbooks are printed from Gdocs
• Logbooks require page numbering and binding
• Room/Equip Labels are printed on card stock and cut with industrial cutter
Phone List • Maintain a printable San Dimas phone list
• Update list on a periodic basis
• Distribute to Admins
La Verne Site Support • Order Iron Mountain services as needed
• Costco orders and invoice management
• Copier repairs and toner replacement
• Canteen orders and invoice management
Canteen • Manage coffee/kitchenette supplies
• Place orders and manage deliveries
• Service calls for vending machines/Honest Cafe
• Invoice management