Administrative Assistant 10/11/2017
JOB DESCRIPTIONAPPLY POSITION SUMMARY
Provides the General Manager, Director of Operations, Operations Managers and/or Regional Managers with clerical and technical support by performing a variety of administrative duties for multiple managers in the operations and regional offices if applicable.
Answer the operator line and direct calls to the appropriate place
Set up, maintain and distribute speed dial information for the phone/fax lines
Coordinate voice mail set up
Compile (in cooperation with Transportation) and distribute transportation provider list
Keep all equipment up and running including postal meter, copiers, computer & servers (via IT Dept.), fax machines and phone lines
Regularly restock supplies and paper as needed including copiers, faxes, break room, etc
Ensures all call recordings are backed up and archived
Coordinates new hire information and employee benefits documentation for the HR contact person in the operation center; may serve as HR contact for center
Coordinates office maintenance and cleaning (to include windows & carpets)by working with the landlord, cleaning service(s) and other services the operation may require, e.g., water dispenser, shredding service, plumber, electrician, security service, etc.
Handles inbound/outbound mail including information packets and/or contracts for potential transportation providers
Prepare expense reports
Purchase office supplies and maintaining supplies & inventory neatly and orderly
Perform other duties assigned
Communication, Oral - Ability to communicate effectively with others using the spoken word
Communication, Written - Ability to communicate in writing clearly and concisely
Detail Oriented - Ability to pay attention to the minute details of a project or task
Interpersonal - Ability to get along well with a variety of personalities and individuals
Organized - Possessing the trait of being organized or following a systematic method of performing a task
Problem Solving - Ability to find a solution for or to deal proactively with work-related problems
Time Management - Ability to utilize the available time to organize and complete work within given deadlines
High School Graduate or General Education Degree (GED)
2 years prior experience as an Administrative Assistant preferred
Prior experience in an Administrative Assistant position, supporting multiple managers and senior managers highly desirable
SKILLS & ABILITIES
Proficient in Microsoft Word, Excel, PowerPoint, and Outlook
Must be able to operate general office equipment
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.
While performing the duties of this Job, the employee is regularly required to talk or hear. The employee is frequently required to use hands to finger, handle, or feel. The employee is occasionally required to stand, walk, reach with hands and arms and lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision.
Other Physical Requirements
Vision (Near, Distance, Color, Peripheral, Depth Perception)
Sense of Sound (Auditory ability to project voice when needed and hear instructions in person and on the phone)
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.
Entire work time is conducted in an office environment in a controlled atmosphere building.
The noise level in the work environment is usually moderate.
This job specification should not be construed to imply that these requirements are the exclusive standards of the position. Incumbents will follow any other instructions and perform other related duties as may be required by their supervisor.
Equal Opportunity Employer Minorities/Women/Protected Veterans/Disabled