Admin Asst/Receptionist

Job Title

Essential duties may include, but are not limited to, the following:

Perform a variety of secretarial and administrative work in support of the assigned office; relieve management staff of a variety of administrative details; compile and organize information and data from various sources on a variety of specialized topics related to programs in assigned area, organize and facilitate activities of the assigned office, recommend procedural changes affecting support activities, maintain a calendar of department activities, meetings, and various events, schedule meetings and arrange for room set up; arrange for necessary materials to be available at meetings.

Serve as initial contact person; receive and screen calls and visitors; provide routine and non-routine information; refer more technical questions or issues to appropriate staff; respond to general complaints where judgment, knowledge, and interpretation are utilized; take messages as appropriate.

Type, proofread, and word process a variety of routine and non-routine documents including general correspondence, agendas, reports, and memoranda; may compose letters, memoranda, or basic reports as instructed; arrange for or distribute copies of material, receive, open, review, sort, date stamp, and distribute office mail.

Perform bookkeeping duties which may include accounts payable, accounts receivable, and billing; collect, receipt, count, and balance money; issue receipts; maintain record of transactions.

Perform daily bank and credit card deposits, and balance customer cash account.

Order, receive, inventory, store, and distribute supplies; contact vendors and suppliers as needed; maintain related records.

Provide information and forms to staff and the public; apply and may interpret department policies, procedures, services, and operations.

Coordinate the flow of communication through the assigned office in an efficient and effective manner with staff, the general public, businesses, and others.

Assist in the collection and organization of budget information from staff; monitor assigned budget line item; provide status reports as required.

Verify accuracy of employee time cards and enter payroll data as required.

Proofread service reports and review work orders before closing.

Contacting customers for purchase orders and/or payment information.

Assist in a variety of department operations; perform special projects and assignments as requested.

Make travel arrangements for various departments.

Prepare and initiate purchase orders for assigned department; ensure items are posted correctly.

Attend and participate in staff meetings and related activities; attend workshops, conferences, and classes to increase knowledge as requested.

Provide backup support as needed to inventory control.

Coordinate seasonal company activities.

Perform a variety of general clerical duties including maintaining and filing records, verifying accuracy of information, and recording information.

Operate modern office machines and equipment including PCs, telephone system, printers, copiers, calculators, and fax machines; routine and non-routine use of office software applications.

Adhere to safe work practices and procedures.

Additional Functions

Perform related duties and responsibilities as assigned.

Provide backup support as needed.

Maintain inventory and organization within the retail space of the facility.

Qualifications/Knowledge/Skill/Ability

Minimum of a high school diploma or equivalent.

Minimum of 1-year related experience.

Valid driver's license.

Public Notary or ability to become a Public Notary.

Knowledge of standard office procedures, methods, and equipment.

Knowledge of English usage, spelling, vocabulary, grammar, proofreading, and punctuation.

Knowledge of basic mathematical principles.

Knowledge of numerical, alphabetical and subject matter filing.

Skill to operate modern office equipment.

Skill to type and enter data at a speed necessary for successful job performance.

Ability to learn the procedures and functions of the assigned position.

Ability to plan and organize work to meet schedules and timelines.

Ability to understand and follow oral and written instructions.

Ability to communicate clearly and concisely, both orally and in writing.

Ability to establish, maintain, and foster positive and harmonious working relationships with others in the course of work.

Ability to maintain confidentiality.

Physical/Environmental Requirements

Use various office equipment and programs such as a PC, dealer AS400 computer system, all related software, e-mail, calculator, telephone, fax machine, copy machine, and printer.

Sit at a desk 5 to 7 hours a day.

Work a computer keyboard 5 to 7 hours a day.

Stand 2 to 4 hours a day.

Usual working hours are 8 hours per day, 5 days per week.

Work overtime as needed.

Move and arrange office tables and chairs.

Lift up to 25 pounds.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.