Administrative Assistant

JOB SUMMARY:

Schedules appointments, gives information to callers, takes dictation, and otherwise relieves officials of clerical work and minor administrative and business details and duties.

ESSENTIAL FUNCTIONS

• Collects mail from Post Office.
• Locates and attaches appropriate file to correspondence to be answered by the employer.
• Prepares deposits and takes them to the bank
• Takes dictation in shorthand or by machine and transcribes notes on typewriter or computer, or transcribes from voice recordings during meetings when necessary.
• Composes and types routine correspondence.
• Organizes and maintains the file system, scans and files correspondence and other records.
• Answers and screens manager’s telephone calls, and arranges conference calls.
• Coordinates manager’s schedule and makes appointments.
• Greets scheduled visitors and conducts to appropriate area or person.
• Arranges and coordinates travel schedules and reservations.
• Conducts research, and compiles and types statistical reports.
• Makes copies of correspondence or other printed materials.
• Prepares outgoing mail and correspondence, including e-mail and faxes.
• Orders and maintains supplies, and arranges for equipment maintenance.
• Participates in Improvement of Operational Performance (IOP) activities.
• Participates in traditional and e-learning programs.
• Ensures compliance with Company policies and procedures.
• Works effectively with other company employees, managers, and departments.
• Performs all job functions with Company Mission, Vision, and Goal Statements in mind.

JOB REQUIREMENTS AND QUALIFICATIONS
Education, Certificate, and Licensure

High school diploma or general education degree (GED); three months industry related experience and/or training; or equivalent combination of education and experience. No professional certificate or licensure required, although preferred.

Requirements

Must demonstrate practical knowledge of computers, software, and products applicable to the industry. Additionally, the applicant is expected to demonstrate the ability to quickly acquire knowledge of departmental program structure (Mission, Vision, and Goal Statements) and department policies and procedures. Must be able to work a flexible schedule, as needed, and have the ability to demonstrate effective time management skills while working independently with minimal supervision.