Administrative Assistant

Administrative AssistantCome and work for a family-owned business and see what it's like when people and culture matter! The Administrative Assistant provides professional administrative support to the organization. They serve as the first point of contact for visitors and callers, ensuring a positive and welcoming experience. This role handles various administrative tasks, including answering/transferring calls, utilizing computer systems, assisting other departments with administrative tasks. We are splitting a full-time position into two part-time roles and are looking for individuals who can work either morning or afternoon shifts. This is a great opportunity for candidates seeking a consistent part-time schedule that fits their availability.Essential FunctionsCorrespondence and communication: Handle incoming and outgoing communications, such as phone calls, emails, and postal mail. Answer calls and transfer to the appropriate company representative, in a friendly, professional manner. Draft and proofread correspondence, create reports and presentations, and ensure timely and accurate communication within the organization.Front Desk Operations: Greet visitors, answer incoming calls, and direct them to the appropriate person or department. Provide information and assistance as required, always ensuring a friendly and professional demeanor. Ensure guests comply with established safety protocols.Record-keeping and documentation: Maintain and organize various documents, records, and files. This can involve managing electronic and physical filing systems, updating databases, and ensuring the confidentiality and security of sensitive information.Office software utilization: Utilize computer systems/software including Word, Excel, PowerPoint, Outlook, Cisco Phone System, SAI and UKG.Administrative support: Provide general administrative support to the human resources team and other departments. This can include assisting with special projects, coordinating interdepartmental activities, scheduling meetings, and performing various tasks to ensure the efficient functioning of the office.Hiring support: Coordinate and schedule interviews with candidates in collaboration with hiring managers. Conduct initial screening of applications and resumes to assess qualifications against job requirements. Communicate with applicants regarding interview logistics and status updates. Maintain organized records of applicant materials and interview outcomes. Assist in the onboarding process as needed.Meeting Support: Arrange meeting logistics, including scheduling, room setup, and audiovisual equipment. Prepare meeting agendas, materials, and minutes as required. Coordinate catering and other event-related arrangements.Office Management: Maintain office supplies and inventory. Coordinate office maintenance and repairs when necessary. Maintain break room supplies and inventory. Keep the reception area, break room and common areas clean, organized, and presentable.Other Duties/ResponsibilitiesAssist multiple departments with overflow duties/tasks as needed.Support special projects and initiatives as assigned. Conduct research, compile data, and assist with presentations or reports. Collaborate with team members to achieve project goals.Required Skills/AbilitiesThorough knowledge of Customer ServiceExcellent Organizational skills, attention to detail and time management skills.Excellent written and verbal communication skills.Good verbal and written communication skills to understand instructions, applicable safety regulations, and to maintain records.Ability to interact professionally with customers.Knowledgeable about company's products and services.Excellent interpersonal and customer service skills.Ability to function well in a high-paced and, at times, stressful environment.Ability to follow verbal and written instructions.Proficient with Microsoft Office Suite or related software.Ability to operate general office equipment, such as computers, 10-key calculator, scanners, and copier.Basic understanding of clerical procedures and systems such as recordkeeping and filing.Ability to work independently.Ability to work as a team player.Ability to work under pressure.Extensive knowledge of office management systems and procedures.Ability to maintain confidential information.Basic understanding of clerical and administrative procedures.Ability to solve problems and adapt to change.Qualifications, Education and Experience/TrainingOne to two years of related experience. PreferredHigh school diploma or equivalent. RequiredAssociate's degree or vocational training in an Administrative Assistant Program, or related field. PreferredProfessional designations in Administration and Management. PreferredValid state motor vehicle operator's license.Physical RequirementsProlonged periods of sitting at a desk and working on a computer.Prolonged periods standing.Must be able to lift 15 pounds at times.Equal Opportunity Employer 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.