Administrative Assistant

Job Description

Job Description

JOB SUMMARY : Under close supervision, provides entry-level clerical support for assigned company through office organization, record maintenance, reception, scheduling and general assistance.

The following duties are intended to provide a representative summary of the major duties and responsibilities and ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.

REPRESENTATIVE DUTIES

Assists in entry level office organization, records maintenance, reception, scheduling, and general duties to facilitate office administration. Greets and assists customers; answers phones and directs calls. Schedules and confirms appointments; coordinates meetings. Requests information from other departments and outside sources. Assists with department projects. Responsible for handling confidential information and assists with special projects. Office opening / closing procedures, the greeting of guests, visitors, and clients, answering a multi-line, multi-company telephone system, daily outgoing courier package preparation and distribution of incoming courier deliveries and mail. Logistics data entry, freight tracking, shipping / receiving, and customer interface. Makes copies and scans and files electronic documents. Assembles, revises and completes outgoing department mailings.

Performs other duties as assigned.

KNOWLEDGE and SKILLS

• Knowledge of customer services concepts and practices.
• Knowledge of multi-line telephone systems operation.
• Knowledge of filing procedures.
• Knowledge of a variety of computer software applications, especially Excel, Word, Outlook, PowerPoint and Access software and relevant software applications.
• Knowledge of principles and practices of basic office management and organization
• Skill in assessing and prioritizing multiple tasks, projects and demands.
• Skill in operating office equipment.
• Skill in being attentive, observant and detail oriented
• Skill in organization, communication (both written and verbal), and interpersonal skills required. Must be able to handle sensitive and confidential information.
• Skill in establishing and maintaining cooperative working relationships others.
• Skill in oral and written communication.
• Skill in organization and time management.
• Must be able to demonstrate a consistent capability of working cooperatively with others in a team environment, along with a demonstrated positive attitude.
• Must take direction well.
• Must be Self-motivated, able to multi-task and work effectively under a minimum level of supervision in a fast-paced environment, strong problem-solving skills.

MINIMUM EDUCATION QUALIFICATION

A high school diploma or GED equivalent.

ADDITIONAL REQUIREMENTS

May be required to possess a drivers license with a clean driving record.

MINIMUM PHYSICAL REQUIREMENTS

The following demands are representative of those that must be met by an employee to successfully perform the essential functions of this job. Frequent sitting for prolonged periods of time, using hands / fingers requiring dexterity and coordination to handle files and single pieces of paper, reaching with hands and arms for items above and below desk level, talking, hearing, and seeing (up close, at a distance, along the periphery, with depth perception, and the ability to adjust focus); occasional lifting of up to 25 pounds such as small office equipment, files, stacks of paper, reference and other materials.

We are an Affirmative Action / Equal Opportunity Employer and employment selection decisions are based on merit, qualifications, and abilities. We do not discriminate in employment opportunities or practices on the basis of : race, color, religion, national origin, age, sexual orientation, gender identity, disability, veteran status or any other characteristic protected by country, regional or local law.

This job description is not an employment agreement or contract. Management has the exclusive right to alter this job description at any time without notice.