Part-time Administration Assistant

Location: Rockville, MD
Date Posted: 02-16-2018
Location: Rockville, MD
Part-Time Up To 29 hours/week
To apply for this position please submit resume to or contact 215-716-3035 x 704.

The incumbent will perform a broad range of tasks related to administrative operations and records retention processes. Assignments will vary according to the particular need of the organization. Excellent interpersonal communication skills and the ability to represent the organization in a courteous manner are required to fulfill this position successfully.
Records Management
  • Archive/Scan documents into electronic images.
  • Operate imaging scanner including creating batches, scanning, validation/data entry, and export.
  • Provide assistance and support to staff in locating and delivering requested records in a timely manner.
  • Occasionally operate a microfilm reader-printer for archival records.
  • Create labels using the Color Bar system.
  • Ensure files and their locations are up to date in OpusLite.
  • Receive and document all boxes to be shipped to/from TPA and verify contents are appropriate for long term storage according to record retention policy.
  • Complete research request for subpoenas.
  • Sorts, screens, reviews, and distributes incoming mail/communications.
  • Transport outgoing mail and/or packages to drop box within the building/post office.
  • Process return mail and flag accounts with "bad addresses."
  • Monitor and maintain standard office and shipping items are always on hand, such as copier paper, domestic supplies, priority envelopes, postage meter tapes, etc.
  • Distribute and stock deliveries to appropriate office storage and/or employees.
  • Maintain functionality of office equipment including postage machine, and kitchen appliances.
  • Monitor the admin support email box; fulfill the request in a timely manner.
  • Answer the doorbell and route guest to the appropriate department.
  • Greet visitors/vendors in a pleasant and professional manner.
  • Properly identify each visitor and issue/track Visitor and Temporary Employee badges.
  • Assist with parking validations for visitors, employees from other locations and board members.
  • Initiate service request to building management and follow-up as needed. Assemble and prepare committee meeting materials for distribution.
  • Maintain a professional, clean and neat appearance of office at all times to include, cafe, conference rooms, supply rooms, reception area, closets, storage unit, etc.
  • Prepare conference rooms for committee meetings and special events.
  • Maintain the confidentiality and security of all member or employee personal and financial.
  • Assist shredding vendor in assuring all documents are properly destroyed.
  • Perform other related work as assigned and initiative using available resources to achieve established goals. 
  • High school diploma or equivalent GED certification is required.
  • Must possess an excellent working knowledge of Microsoft Office and strong verbal and written communication skills.
  • Ability to read, write and comprehend the English language and understand / perform basic instructions, correspondence and emails.
  • The incumbent should be able to operate routine office equipment including telephone, copier, facsimile, and calculator.
  • Ability to apply concepts such as fractions, addition, subtraction, multiplication, and division in all units of measure using whole numbers, common fractions, and decimals. Ability to calculate figures and amounts such as discounts, interest, proportions, percentage, and volume using units of the United States Dollar (USD).
  • Must be able to effectively coordinate n multiple, simultaneous, and changing priorities.
  • Ability to deal with problems involving several variables.
  • Perform primary sedentary work with limited physical exertion and occasional lifting up to 25 lbs.
  • Must be capable of climbing/descending stairs in an emergency situation.
  • Must be able to routinely perform work on computer sitting for an average of 6-8 hours per day, when necessary.
  • Must be able to work extended hours whenever required or requested by management.
  • Must be capable of regular, reliable and timely attendance.
  • Must be able to routinely perform work indoors in a climate-controlled private office with minimal noise.
  • Must be able to perform job functions independently and work effectively either on own or as part of a team.
  • Must be capable of dealing calmly and professionally with numerous different personalities from diverse cultures at various levels within and outside of the organization and demonstrate the highest levels of customer service and discretion when dealing with the public.
  • Must be able to perform responsibilities with composure under the stress of deadlines/requirements for extreme accuracy and quality and/or fast pace.
  • Must be capable of exercising the highest level of discretion on both internal and external confidential matters.


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