Job Title: Administrative Assistant
Summary: Serves as receptionist and door monitor. Greets and directs visitors to appropriate personnel and performs all administrative duties as assigned by management.
Performs all administrative function, including, but not limited to the following:
- Answers and screens phone calls; documents and emails messages to personnel.
- Greets visitors and directs to appropriate area or person
- Creates and prints labels, envelopes, etc.
- Organizes and maintains all filing systems
- Copies, scans, emails, faxes and distributes documents
- Processes and maintains employee timesheet tracking; verifies and reconciles discrepancies and assists in payroll function
- Assists in invoicing process.
- Updates and maintains all inventories – including, but not limited to, tracking, unpacking and stocking coveralls, printed materials, office supplies etc.
- Assist Office Manager in coordination of day-to-day functions – including, but not limited to, new applicant processing, onboarding, expense reports, etc.
- Reconciles corporate credit card accounts.
To perform the job successfully, an individual should demonstrate the following competencies:
Oral Communication – Speaks clearly and persuasively in positive or negative situations; listens and request clarification when needed; Responds well to questions; Demonstrates group presentational skills; Participates in meetings.
Written Communication – Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.
Adaptability – Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.
Dependability – Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan.
Initiative – Volunteers readily; Undertakes self-development activities; Seeks increased responsibilities; Takes independent actions and calculated risks; Looks for and takes advantage of opportunities; Asks for and offers help when needed.
Planning/Organizing – Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules other people and their tasks; Develops realistic action plans.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Minimum – High school diploma or general education degree (GED); or one to three months related experience and/or training; or equivalent combination of education and experience.
Associate’s or Bachelor’s degree and/or light bookkeeping a plus.
Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent. Ability to draw and interpret bar graphs.
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
To perform this job successfully, an individual should have knowledge of Word, Excel, Outlook, PowerPoint, Access, Adobe and QuickBooks.
Certificates and Licenses:
No certifications needed
This job has no supervisory responsibilities.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception and ability to adjust focus. While performing the duties of this Job, the employee is regularly required to sit.
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