Administrative Assistant I

About Company:

IDEMIA Public Security, a division of IDEMIA Group, is the leading provider of secure and trusted biometric-based solutions, transforming public and private organizations across the globe. Our industry-enabled and client-specific solutions draw upon decades of expertise in biometrics to revolutionize the fields of public security, justice and public safety, travel and transport, identity, and access control. Built on privacy and trust, our market-leading iris, fingerprint and facial recognition solutions top independent benchmarking for accuracy, fairness and scalability. These exacting standards enable our clients to build safer, fairer societies where people can live, interact, and move about freely. With 4000+ employees around the world and 150+ partners worldwide, we offer more than just a job - we provide a dynamic environment where innovation thrives, opportunities abound, and your talents are valued. Be part of a global leader shaping the future of biometric based technology.

About the Role:

The Administrative Assistant I plays a crucial role in supporting the daily operations of an organization by providing comprehensive administrative and clerical assistance. This position ensures smooth office functionality by managing schedules, coordinating communications, and maintaining accurate records. The role requires effective multitasking and prioritization to handle various administrative duties efficiently. The Administrative Assistant I acts as a key point of contact for internal teams and external stakeholders, facilitating clear and professional communication. Ultimately, this position contributes to the overall productivity and organization of the workplace by delivering reliable and timely administrative support.

Minimum Qualifications:

• High school diploma or equivalent.
• Minimum age requirement of 18
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Strong organizational and time management skills.
• Excellent verbal and written communication abilities.
• Ability to handle confidential information with discretion.
• Must be a sole US citizen without dual citizenship. 
• Must be able to successfully pass various background screening requirements including criminal history, education, credit, and drug screen as well as obtain any required program specific credentials and certifications.
• Onsite Springfield, IL factory location.

Preferred Qualifications:

• Associate degree or higher in Business Administration or related field.
• Experience with office management software and database systems.
• Prior experience in an administrative or clerical role.
• Familiarity with basic bookkeeping or accounting principles.
• Ability to multitask effectively in a fast-paced environment.

Responsibilities:

• Manage and organize calendars, appointments, and meetings for team members or management.
• Prepare, proofread, and distribute correspondence, reports, and other documents.
• Greet and direct visitors in accordance with site security and visitor procedures
• Answer and direct phone calls, emails, and other communications promptly and professionally.
• Maintain and update filing systems, both electronic and physical, ensuring data accuracy and confidentiality.
• Assist with travel arrangements, expense reports, and other logistical tasks as needed.
• Support the coordination of office supplies and equipment inventory to ensure availability.
• Collaborate with other departments to facilitate smooth workflow and information sharing.
• Perform data entry and basic bookkeeping tasks to support financial record-keeping.
• Assist with inventory counts and help identify and resolve discrepancies.
• Support factory leadership with audit preparation, documentation, and follow-up activities.
• Collect, prepare, and ship customer-requested card pulls in accordance with established procedures.
• Coordinate employee engagement events and activities for the factory.
• Perform other administrative duties as assigned

Skills:

The required skills such as proficiency in Microsoft Office and strong communication are essential for managing daily correspondence, scheduling, and document preparation efficiently. Organizational skills enable the Administrative Assistant I to maintain orderly records and prioritize tasks to meet deadlines. Discretion and professionalism are critical when handling sensitive information and interacting with diverse stakeholders. Preferred skills like familiarity with office management software and bookkeeping enhance the ability to support financial processes and streamline office operations. Together, these skills ensure the Administrative Assistant I can contribute effectively to the team’s productivity and maintain a well-functioning office environment.

The US base hourly range for this position is $18.00- 25.64/hour + benefits. Our hourly ranges are determined by role and level. The range displayed on each job posting reflects the compensation target for the role across all US locations. Individual pay is determined by job-related skills, experience, and relevant education or training. Beyond offering a competitive total rewards package, we offer various opportunities to support team members' growth and success. 

IDEMIA is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.