(#1496) Administrative Assistant - Springfield, IL

Fast Enterprises is a provider of essential software and services for citizens and government. In 1998, we changed the way government revenue agencies support their business with the introduction of GenTax®. We have expanded beyond Tax and now also perform implementations for Motor Vehicle, Driver License, Unemployment Insurance, and Child Support Engagement agencies.

Your FAST career has a meaningful and lasting social impact. 

As an Administrative Assistant, you will work full-time, in-office performing a variety of administrative tasks and activities in support of our project team located in Springfield, IL. The ideal candidate will have corporate office administration experience and thrive in a fast-paced environment.

Please see job responsibilities broken out by category below.

General

• Assist and provide support for all office employees and make sure they have everything they need to do their jobs efficiently;
• Assist and provide support to the FAST Project Manager for administrative and other project-related tasks (e.g. scheduling meetings, taking meeting notes, compiling meeting minutes, etc.)
• Provide additional support to team members as needed (e.g., miscellaneous tasks such as assisting with testing/training materials development, printing/collating documents etc.);
• Act as the main contact for all vendors and payments (e.g., coffee, etc.);
• Assist with relocation of new hires (e.g., provide housing suggestions, work on residency permits, access requests, general project onboarding, etc.).

Office

• Order and maintain office supplies;
• Ensure first aid kit is available as well as miscellaneous supplies;
• Stock items and maintain general cleanliness in common spaces throughout the office (e.g., break room(s); training room, meeting rooms, etc.);
• Maintain office phone list;
• Prepare for meetings (i.e., set-up for any special meetings);

Mail

• Handle general mail pick up & drop off;
• Prepare FedEx shipments and arrange for pick up or drop off, including maintaining the FedEx mailing materials on site.

Special Events and Activities

• Coordinate and facilitate social outings and lunches as needed. For many events, this would include showing up prior to the event to ensure everything is ready, provide adequate directions for team members, organization of accommodations for special dietary restrictions, etc.
• Coordinate community service/volunteer opportunities.

• Completed bachelor’s degree in business/public administration, finance/accounting, management, education, social science, or other field related to office management and administration
  • Equivalent experience will be accepted in place of the required degree 
• Microsoft Office
• Strong organizational skills
• Excellent written and verbal communication
• Ability to multi-task