Administrative Assistant

The Administrative Assistant is an integral member of our team.  They are often the first face our customers see or speak with on a daily basis.  A successful Administrative Assistant will be friendly and helpful at all times.  They are prompt and courteous answering phones and greeting customers, as well as providing support to other department members. 

The essential duties contained in this job description reflect general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required and the scope of responsibility. It should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including work in other functional areas to cover absences, equalize peak work periods or otherwise to balance the workload. 

• DUTIES MAY VARY BY LOCATION NEEDS 

• Answering multi-line phone system (including transfers) 

• Greet and direct visitors 

• Monitor faxes 

• Maintain front desk area and lobby 

• Process incoming-mail 

• Manage supply inventory 

• Maintain office schedule/calendar 

• Provides administrative support such as, printing, filing, photocopying, data entry, scanning, binding and collating, scheduling meetings, booking reservations for lunch or dinner meetings, and coordinating events and lunches, mail distribution and mail-outs 

• Completes expense reports for certain individuals in the Mountain Region team 

• Processes invoices by routing invoices to appropriate personnel for approval and providing invoices to Accounting once approved by the appropriate manager 

• Maintains office equipment, assists users of office equipment on routine tasks as needed and engages external vendors for service needs 

• Orders, receives and maintains office supplies and proactively ensures office supplies are available when needed 

• Sets up conference calls and webinars 

• Creates, updates and prints Excel spreadsheets and PowerPoint presentations 

• Good written and verbal communication 

• Maintain good working relationships within office and department 

• Provide clerical and administrative support to other departments with minimal errors (e.g. filing, mail preparation, data entry, photocopying, etc.) 

• Perform other specific duties or projects as assigned 

Licensing or certification Requirements 

• No specific requirements