Administrative Assistant

Administrative Assistant

Job Description

The Administrative Assistant 2 (AA2) plays a key role in ensuring smooth front desk operations and exceptional customer service. Under the direction of the Support Services Manager, they will assist with the daily coordination of administrative support. See below for a list of daily responsibilities.

Warrant distribution process
Monitoring and responding to all department requests through a shared inbox
Customer service interaction is a primary aspect of this role, as the AA2 screens visitors, customers, and external vendors, directing them to the appropriate internal personnel.
Serves as a point-of-contact for the client when accepting legal documents, such as Garnishments and Service of Legal Process.
Answers both internal and external calls, provides helpful information, responds to inquiries, and resolves complaints efficiently. They ensure that all voicemail messages are reviewed daily and that customer inquiries are promptly addressed.
Responsible for receiving, sorting, scanning, and delivering all incoming mail and packages. This includes confidential documents, ACH applications, and returned Warrants of Payment. They ensure timely preparation and distribution of outgoing mail, tracking both incoming and outgoing correspondence daily

Key Skills:
Front Desk responsibilities as needed
Provide Assist Business Operations
Administrator admin support
Phone messages
Shared Inboxes
Daily Mail distribution
Assist daily visitors with inquires
Back up support on admin projects as needed
Administrative support to staff and management team as needed

This position's efforts support the client’s overall productivity and commitment to excellent customer service. Standard Work for front desk procedures will be provided to ensure consistent and efficient operations. Looking for 2-3 years of client facing/front desk experience.

Required Skills
2 Years Experience providing High Level Administrative Support
2 Years of Front Desk Experience
Some College Experience
Reliable Transportation/High Attendance Rate

Preferred Skills
State Services Experience
Comfortable with Social Interactions

Notes:
100% Onsite
Attendance and Reliable Transportation is required for this role, as the candidate will be essential for providing Administrative Support to all client departments.

VIVA is an equal opportunity employer. All qualified applicants have an equal opportunity for placement, and all employees have an equal opportunity to develop on the job. This means that VIVA will not discriminate against any employee or qualified applicant on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.