Administrative Assistant

Job Description

Job Description

Description:

Summary

The Administrative Assistant is responsible for lobby area monitoring, answering telephones, accurately entering, verifying and maintaining electronic or paper business records while upholding company and confidentiality requirements.

Essential Duties and Responsibilities

1. Primary person responsible for professionally answering multi-line phone system by 8:00 a.m. and throughout shift, coordinating relief when away from work area
2. Effectively operate multi-line telephone system to answer, greet, screen, transfer callers to appropriate personnel
3. Professionally greet persons entering company, determine nature of visit and alter appropriate personnel of visitor
4. Maintain cleanliness of reception area (i.e. collect shred documents, restock paper in office equipment, etc.)
5. Handle requests from customers, vendors or personnel and ensure they are resolved quickly or redirected to appropriate person
6. Maintain working knowledge of company processes including but not limited Sales and Purchase Order Entry, Receiving, Scanco, data entry, customer service, regulatory compliance, Sage and filing systems
7. Accurately perform manual and electronic tasks including but not limited to filing, scanning, data entry and document control 
8. Accurately perform clerical tasks in a variety of areas including but not limited to: Sales Orders and Purchase Orders, Receiving, Department of Transportation compliance requirements and other areas or Departments
9. Apply analytical skills to compute, verify, organize, maintain or update numerical and written records
10. Assist with inventory cycle counts to accurately report product quantities to applicable personnel
11. Efficiently operate computer systems, telephone with voicemail systems, photocopiers, facsimile machines, scanners, payment application systems, spreadsheet and file maintenance equipment to enter, store and retrieve applicable business information 
12. Accurately accomplish work tasks within prescribed timeframes and inform Management when assistance is needed
13. Interact as part of a Team maintaining professionalism with personnel, customers, vendors, visitors and associates
14. Demonstrate effective ability to follow work instructions and processes using the English language and mathematics
15. Communicate in a professional, respectful, and courteous manner with all employees, customers, management, and others with whom we may work. Contribute to a successful workgroup and foster a team-oriented culture through positive interactions, active listening, meaningful collaborations, high employee engagement, and the constructive exchange of ideas designed to meet or exceed the organization’s strategic goals.
16. Complete special projects and other duties as assigned to meet team, department, and Company goals while actively demonstrating accountability and responsibility for achieving desired outcomes and measurable results
17. Follow all company policies and procedures 
18. Other job tasks may be assigned during the course of employment

Requirements:

Qualifications

1. Ability to effectively hear, understand, read, comprehend, write in the English language 
2. Ability to see work environment, instructions, information and people
3. Previous experience performing similar job tasks preferred but not required

Physical Work/Environment Requirements

A. Work is performed in an office environment (constant 67-100%) and requires seldom (1-10%) movement into a warehouse environment.

Physical Demand

• Sitting: Constant 67-100% - Sit on adjustable computer chair at desk (may stand)
• Standing: Occasional 11-33% - Intermittently stand on tile, carpet or cement floor
• Walking: Occasional 11-33% - Walk among workstations on tile, carpet or cement floor
• Heights/Ladders/Stairs: Never
• Twisting at waist: Occasional 11-33% - Twist at waist to file documents/close file cabinets
• Bending/Stooping: Seldom 1-10% - Alternate bend/stoop to file or pick-up documents
• Squatting/Kneeling: Seldom 1-10% - Alternate squat/kneel to file or pick-up documents
• Crawling: Never 
• Reaching Out: Seldom 1-10% - Reach to grab documents/products (No hyperextension)
• Talking/Hearing/Seeing: Constant 67-100% - Talk/hear/see people/English documents/instructions
• Working Above Shoulders: Seldom 1-10% - Arms above shoulders to store/retrieve documents 
• Handling/Grasping: Constant 67-100% - Filing documents, holding telephone/documents
• Fine Finger Manipulation: Constant 67-100% - Keyboard typing, writing, filing, dialing telephone phone 
• Foot Controls: Never
• Driving: Never
• Repetitive Motion: Constant 67-100% - Computer mouse use, keyboard typing, sit-to-stand
• Vibratory Tasks: Never
• Lifting 15 lbs.: Seldom 1-10% - Lift work documents and/or product
• Carrying 15 lbs.: Seldom 1-10% - Carry work documents and/or product
• Pushing/Pulling 15 lbs.: Seldom 1-10% - Push/Pull file/desk cabinets open and closed
• Comments: Alternate body movements may be used per employee discretion

Reasonable Accommodation Notice

Reasonable accommodations may be made to enable individuals with disabilities to perform job functions, ask Manager.