Administrative Professional

We are looking for Administrative Professionals to work in the San Diego area. Requires a high school diploma. An office administrative certificate or an associate degree is preferred. Experience organizing files, retrieving documents, both physically and electronically and maintaining employer’s records in a complete and orderly manner, according to the organization’s filing systems and requirements is essential to success.

Responsibilities may include but are not limited to:

• Scan or read incoming materials to determine how and where they should be classified.
• Input data, such as file numbers, new or updated information, or document information codes into computer systems to support document and information retrieval.
• Perform general office activities, such as typing, answering telephones, operating office machines, processing mail, or securing confidential materials.
• Manage calendars and make travel arrangements as requested.
• Sort or classify information according to guidelines, such as content, purpose, user criteria, or chronological, alphabetical, or numerical order.
• Keep records of materials filed or removed, using logbooks or computers and generate computerized reports.
• Create new reports and records as necessary and add materials to current files.
• Gather materials to be filed from departments or employees.
• Retrieve and make copies of information in response to requests and deliver information to authorized users.
• Track materials removed from files to ensure that borrowed files are returned.
• Eliminate outdated or unnecessary materials, destroying them or transferring them to inactive storage, according to file maintenance guidelines or legal requirements.
• Perform periodic inspections of materials/files to ensure correct placement, legibility, proper storage conditions.
• Modify or improve filing/storage systems or implement new systems.
• Design forms related to filing/storage systems.

Skills may include but not limited to:

• Proficient with Microsoft Office, specifically Outlook, Word, Excel, PowerPoint
• Strong oral and written communication skills
• Excellent calendar management and organizational skills
• Effectively multi-task, manage time sensitive documents in a fast-paced environment
• Thrives in a busy, team-oriented environment
• Office administration experience is a must