Administrative Assistant

Primary Responsibility :


Perform various routine clerical and administrative functions such as drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files, or providing information to callers.


What You’ll Do :


• Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.

• Arrange conference, meeting, or travel reservations for office personnel.

• Complete forms in accordance with company procedures.

• Compose, type, and distribute meeting notes, routine correspondence, and reports.

• Conduct searches to find needed information, using such sources as the Internet.

• Establish work procedures or schedules and keep track of the daily work of clerical staff.

• Greet visitors or callers and handle their inquiries or direct them to the appropriate persons according to their needs.

• Locate and attach appropriate files to incoming correspondence requiring replies.

• Mail newsletters, promotional material, or other information.

• Maintain scheduling and event calendars.

• Make copies of correspondence or other printed material.

• Manage projects or contribute to committee or team work.

• Open, read, route, and distribute incoming mail or other materials and answer routine letters.

• Operate electronic mail systems and coordinate the flow of information, internally or with other organizations.

• Operate office equipment such as fax machines, copiers, and phone systems, and use computers for spreadsheet, word processing, database management, and other applications.

• Order and dispense supplies.

• Prepare and mail checks.

• Provide services to customers, such as order placement or account information.

• Review work done by others to check for correct spelling and grammar, ensure that company format policies are followed, and recommend revisions.

• Schedule and confirm appointments for customers, vendors or supervisors.

• Set up and maintain paper and electronic filing systems for records, correspondence, and other material.

• Follow attendance policy, show up for work on time and ready to work assigned shift.

• Other duties as requested


What Experience and Education You Need :


• High school diploma or general education degree (GED) preferred, or

• At least one year related work experience.


What Could Set You Apart :


• Ability to work in fast-paced, deadline-oriented environment.

• Ability to learn to operate new office technologies as they are developed and implemented.

• Experienced with Warehouse Management System

• Experienced with Microsoft Office Suite.

• Good customer service skills

• Ability to communicate effectively with variety of individuals

• Ability to pay close attention to detail.

• Must be able to relate to other people beyond giving and receiving instructions: they must get along with co-workers without exhibiting behavioral extremes; perform work activities requiring reasoning, negotiating, instructing, persuading, or speaking with others; and respond appropriately to criticism from a supervisor.

• Tools and Technology:

• Calculators

• Desktop computers

• Photocopiers

• Data input scanners, Scanners

• Microsoft Office Suite

• Requires the use of a telephone, fax machine, computer terminal, calculator, and copy machine


Physical Requirements :


• Requires the ability to sit for long periods of time, with frequent interruptions

• Requires several hours per day of sitting, getting up and down from chairs, and reaching, or bending

• Requires manual dexterity with normal hand and finger movements for typical office work

• Talking, hearing, and seeing are important elements of completing assigned tasks

• May require travel by automobile and airplane up for business

• May require a visit facility operations in temperatures at or below freezing

• May carry loads related to travel and occasionally lifts, carries, positions, or moves objects weighing up to 20 pounds

• Requires the use of various electronic tools

• Requires the ability to relate to others beyond giving and receiving instructions: must partner with colleagues without exhibiting behavioral extremes

• Requires the performance of work activities including reasoning, negotiating, instructing, persuading, or speaking with others; and respond appropriately to constructive feedback from executive management