Provides full administrative and secretarial support to the Arizona APEX Program. The Arizona APEX is located at Communiversity, Queen Creek and this position will be located at the Arizona APEX Communiversity Headquarters. Duties are highly diverse, typically including establishment and maintenance of the office systems, and procedures; coordination of intake of APEX clients (interviewing, scheduling of appointments, follow-up with clients) and coordinate on line web-based instructional programs and assists with Center promotions using website, blog site, email marketing and other means of communication. Familiarity of budget process and database utilization. This position requires strong administrative skills, knowledgeable small business customer service, client assessment skills, purchasing, budgeting and the ability to persuade/recommend appropriate business training and/or counseling options and the ability to utilize web-based and online marketing communication methods.
Essential Functions
40%
- Coordinates day-to-day office operations to provide effective customer service which includes first point of contact for the general public within the APEX office
- Provides clerical assistance and support to the entire APEX program with day-to-day activities
- Inputs new client data into APEX database, answers customer inquiries via phone, email, and face to face contact, schedules appointments for clients and staff
- Prepares requisitions and reconciles budget accounts
- Types correspondence, letters, memorandums, reports, and receives and sorts mail
25%
- Assists with coordination of meetings, appointments, and/or special events including preparing materials, scheduling, marketing, registration, communicating with presenters/attendees, and arranging equipment and facilities
- Assists with maintaining APEX website and database, social media, online marketing/communication, including APEX calendar of events
- Organizes travel arrangements for managers and staff
15%
- Enters, and/or retrieves data into and from the APEX and/or Network databases to ensure accuracy of database records
- Complies and maintains complex and confidential documents and records such as client files
- Maintains current lists of clients by updating information related to awards, bid matches and counseling/follow-up sessions
- Researches and maintains current list of business firms by size, industry, locations and other factors
- Handles sensitive information in a confidential manner
- Takes accurate meeting minutes.
10%
- Maintains the APEXs specialized resource library of technical specifications
- Maintains files and follow office procedures in in accordance to grant guidelines
10%
- Monitors and coordinates services as maintenance, media, printing, mailing, and word processing with District departments, APEX satellite offices, the Network, and outside external organizations
- Other duties as assigned.