Administrative Assistant

The Administrative Assistant facilitates the efficient operation of the assigned department by performing various clerical and administrative tasks.

Essential Functions, Duties, and Responsibilities

Tasks may include, but are not limited to, the following:

·       Answers, screens, and transfers phone calls.

·       Maintains office supplies inventory and coordinates maintenance for office equipment, such as computers, printers, telephones, etc.

·       Handling mail distribution, resolving returned mail issues, and managing office equipment.

·       Retrieves information as requested from records, emails, minutes, and other related documents; prepares written data summaries when needed.

·       Assist with basic bookkeeping tasks.

·       Requests credit authorization or approvals from the Controller for office orders and general office maintenance requests.

·       Responsible for scheduling courier deliveries and handling other mail and shipping requests such as certified letters, FedEx Overnight Shipping, etc.

·       Responsible for keeping the office directory up to date.

·       Maintains storage log, requests, and sends boxes as needed.

·       Respond to and resolve administrative inquiries and questions.

·      Maintain organized filing systems, both electronic and physical.

·      Assist other departments when needed.

·      Performs other duties as assigned. 

Qualifications: Education, Experience, and Skills

Required:

·       High School Diploma or equivalent.

·      Additional education or certifications are a plus.

·      Prior experience as an administrative assistant or secretary is a plus.

License/Certification

Preferred:

·       Valid Driver’s License.

Associated Knowledge, Skills, and Abilities

·      Strong organizational and computer skills.

·      Proficient in Microsoft Office 365 or related software.

·      Punctual, dependable, motivated, and possessing a high level of organizational ability.

·      Ability to work independently.

·       Attention to detail and accuracy in data entry.

Core Job Competencies

To perform the job successfully, an individual should demonstrate the following job competencies:

·       Cooperation/Teamwork—Works harmoniously and builds a positive team spirit while working with others to get a job done; responds positively to instructions and procedures.

·       Oral/Written Communication—Expresses oneself clearly in conversation and business writing. Listens and gets clarification while following work instructions. Responds well to questions. Uses grammatically correct, concrete, specific language.

·       Attention to Detail—The Ability to process detailed information effectively and consistently, including following verbal and written instructions.

·       Attendance/Punctuality—Consistently at work and on time, instilling the same in team members who are supervised.

·       Fostering Innovation—Ability to develop, sponsor, or support the introduction of new and improved methods, products, procedures, or technologies.

·       Managing Work—Establishing a course of action for self and/or others to accomplish specific goals by planning proper personnel assignments and appropriate resource allocation.

·       Results Orientation—The Ability to focus on the desired result of one’s or team’s work, set challenging goals, focus on the goals, and meet or exceed them.

Working Environment & Conditions/Physical Requirements

·       Requires sitting for long periods of time.

·       Must be able to lift up to 20 lbs.

·       Travel requirements (10-30%).

·       Occasionally extended hours and overtime may be required to meet workload demands.  

·       Noise level while working front reception may be moderate. 

Equipment or Machines Routinely Used in This Position

·      Computers/Desktop

·      Printers, Copiers & Scanners

·       Monitors

·      Phones & Communications systems

Review Procedures

·       Evaluation after 90 days of employment.

·       Annual Performance Review.