Administrative Assistant

Job Title

Job Description

Answers phone and greets customers. Uses appropriate protocol for office/facility assigned. Uses good customer service techniques, greeting by name where appropriate, offering assistance in a genial manner, researching questions and/or referring to the appropriate staff member to handle the request. Uses computer to key data from handwritten notes or rough draft materials ensuring that the finished documents contain the proper format, content, grammar, spelling and punctuation. Such duties may include but are not limited to: Typing administrative documents, contracts, purchase order requests, correspondence, instructions, forms and reports utilizing references, policy, directives and standards, posted event reports, etc. Ensure information is accurate and kept up to date. Keying does not require great speed (30 wpm or less) but must be accurate. Prepares copies of finished documents and distributes as required. Receives/sorts mail, guard mail, or packages delivered by courier and routes to the appropriate personnel. Files incoming and outgoing correspondence, budget information, purchasing documents, newsletter information, plant property, etc. into an established system. On occasion may be required to set up additional filing systems. Assists in copying, collating, stapling, and/or sorting documents as directed. Assists with monitoring of supplies, requesting supply needs, and preparing orders as necessary. Prioritizes and facilitates the flow of work into and from the other offices which may include but is not limited to verification of IMPAC credit card statements; product research, logging and tracking BPA's and purchase orders, preparation of APF and NAF purchase requests, scheduling of training, etc. Reacts to emergent needs and makes adjustments to assignments to meet operational needs. Maintains document filing systems, ensures filing is timely and accurate, and initiates changes in processes to enhance data and document storage and retrieval. Responsible for collecting all timecards, ensuring proper supporting documents are attached and the appropriate signatures have been obtained prior to forwarding to payroll. May respond to basic payroll inquiries. Performs any other related duties as assigned.