Administrative Assistant

JOB DESCRIPTION

Summary/Objective: Performs a variety of administrative and clerical tasks. Duties of the Administrative Assistant include providing support to managers, employees, and consultants assisting in daily office needs and managing general administrative activities.

Administrative Assistant II responsibilities include making travel and meeting arrangements, preparing reports, and maintaining appropriate filing systems. Monitor the service process for the client community, support the client needs, aid consultants in the completion of assignments. Provide support and assistance with marketing and media needs. Aid in the upkeep of client contact lists and send out client communications.

Qualifications Required:

• Experience as an Administrative Assistant or Office Admin Assistant
• Knowledge of office management systems and procedures
• Working knowledge of office equipment, like printers and fax machines
• Proficiency in MS Office (MS Excel and MS PowerPoint, in particular)
• Basic to intermediary WordPress and HTML experience
• Excellent time management skills and the ability to prioritize work
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• Strong organizational skills with the ability to multi-task
• Demonstrate sound and rational judgment and practical problem solving in a workplace or similar environment
• A helpful, positive, and flexible approach and attitude

Knowledge, Skills, and Abilities:


Essential Job Functions:

• Provide marketing support
• Assist with the media (AspenRMG) needs
• Update media lists
• Send media newsletters
• Answer and direct phone calls
• Write and distribute email, correspondence memos, letters, faxes, and forms
• Intake new client assignments
• Assign and track client work
• Assist in the preparation of regularly scheduled reports
• Review and edit consultant reports for client submission
• Submit reports to clients
• Invoicing: Send out client invoices, compare consultant invoices to client invoices
• Develop and maintain a filing system
• Update and maintain office policies and procedures
• Order office supplies and research new deals and suppliers
• Maintain contact lists
• Provide general support to visitors
• Act as the point of contact for internal and external clients
• Liaise with executive and other administrative staff to handle requests and queries from senior managers
• Ensure the status of open assignments and timelines. Conduct regular and continual follow-up for completion of assignments

Required Education and Experience:

Education/Experience:

• High school diploma or GED (minimum) required.
• One (1) year experience working in administrative office environment.

Equipment Operated/Used: Computer, 10-key, copier, printers, fax, scanner, telephone, and other office equipment.

Special Equipment or Clothing: Appropriate office attire.

1. MENTAL EFFORT

a. Reasoning development:

Follow one- or two-step instructions, routine, repetitive task.

Carry out detail but uninvolved written or verbal instructions, deal with a few concrete


variables.

Follow written, verbal, or diagrammatic instructions, several concrete variables.

X Solve practical problems; variety of variables with limited standardization; interpret instructions.

Logical or scientific thinking to solve problems, several abstract and concrete variables.

Wide range of intellectual and practical problems; comprehend most obscure concepts.


b. Mathematical development:

Simple additional and subtraction; copying figures, counting, and recording.

Add, subtract, multiply, and divide whole numbers.

X Arithmetic calculations involving fractions, decimals, and percentages.

Arithmetic, algebraic, and geometric calculations.

Advanced mathematical and statistical techniques such as calculus, factor analysis, and probability determination.

Highly complex mathematical and statistical techniques such as calculus, factor analysis, and probability determination; requires theoretical application.


c. Language development:

Ability to understand and follow verbal or demonstrated instructions; write identifying information; request supplies verbally or in writing.

Ability to file, post, and mail materials; copy data from one record to another; interview to obtain basic information such as age, occupation, and number of children; guide people and provide basic direction.

X Ability to make appointments and process mail; write form letters or routine correspondence; interpret written work instructions; interview job applicants.

Ability to compose original correspondence, follow technical manuals, and have increased contact with people.

Ability to report, write, or edit articles for publication; prepare deeds, contracts, or leases, prepare and deliver lectures; interview, counsel, or advise people; evaluate technical data.


2. PHYSICAL EFFORT

a. Physical activity required to perform the job:


Sedentary work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally, and all other sedentary criteria are met.

X Light work:


a. Exerting up to 20 pounds of force occasionally


b. Exerting up to 10 pounds frequently


c. Exerting a negligible amount of force constantly to move objects

(If the use of arm and/or leg controls requires exertion of forces greater than that for Sedentary Work and the worker sits most of the time, the job is rated for Light Work).

Medium work:


a. Exerting up to 50 pounds of force occasionally


b. Exerting up to 20 pounds of force frequently


c. Exerting up to 10 pounds of force constantly to move objects

Heavy work:


a. Exerting up to 100 pounds of force occasionally


b. Exerting up to 50 pounds of force frequently


c. Exerting up to 20 pounds of force constantly to move objects

Very heavy work:


a. Exerting in excess of 100 pounds of force occasionally


b. Exerting in excess of 50 pounds of force constantly to move objects


c. Exerting in excess of 20 pounds of force constantly to move objects

1. Visual requirements necessary to perform the job:

Far vision: clarity of vision at 20 feet or more

X Near vision: clarity of vision at 20 feet or less

Mid-range vision: clarity of vision at distances of more than 20 inches and less than 20 feet

Depth perception: the ability to judge distance and space relationships, so as to see objects where and as they actually are

Color vision: ability to identify and distinguish colors

Field of vision: ability to observe an area up or down or to the right or left while eyes are fixed on a given point

2. PHYSICAL EFFORT (cont.)


FREQUENCY

c. Physical activity necessary to perform the job and frequency (e.g., continually, frequently, or occasionally):

Climbing: Ascending or descending ladders, stairs, scaffolding, ramps, poles, and the like, using feet and legs and/or hands and arms. Body agility is emphasized. This factor is important if the amount and kind of climbing required exceeds that required for ordinary locomotion.

Balancing: Maintaining body equilibrium to prevent falling when walking, standing, or crouching on narrow, slippery, or erratically moving surfaces. This factor is important if the amount and kind of balancing exceeds that needed for ordinary locomotion and maintenance of body equilibrium.

X Stooping: Bending body downward and forward by bending spine at the waist. This factor is important if it occurs to a considerable degree and requires full use of the lower extremities and back muscles.

X Kneeling: Bending legs at knee to come to a rest on knee or knees.

X Crouching: Bending the body downward and forward by bending legs and spine.

Crawling: Moving about on hands and knees or hands and feet.

X Reaching: Extending hand(s) and arm(s) in any direction.

X Standing: Particularly for sustained periods of time.

X Walking: Moving about on foot to accomplish tasks, particularly for long distances.

X Pushing: Using upper extremities top press against something with steady force in order to thrust forward, downward, or outward.

X Pulling: Using upper extremities to extent force in order to drag, haul, or tug objects in a sustained motion.

Foot


Motion: Using feet to push pedals.

X Lifting: Raising objects from a lower to a higher position or moving objects horizontally from position to position. This factor is important if it occurs to a considerable degree and requires substantial use of the upper extremities and back muscles.

X Fingering: Picking, pinching, typing, or otherwise working with fingers rather than with the whole hand or arm as in handling.

X Grasping: Applying pressure to an object with the fingers and palm.

Occasional

Occasional

Occasional

Frequent


Occasional

Frequent

Occasional

Occasional

Occasional

Frequent

Frequent

2. PHYSICAL EFFORT (cont.)


FREQUENCY

X Talking: Expressing or exchanging ideas by means of the spoken word. Those activities in which workers must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly.

X Hearing: Perceiving the nature of sounds with or without correction. Ability to receive detailed information through verbal communication, and to make fine discriminations in sound, such as when making find adjustments on machined parts.

Feeling: Perceiving attributes of objects, such as size, shape, temperature, or texture by touching with skin, particularly that of fingertips.

X Repetitive Substantial movements (motions) of the wrists, hands,


Motion: and/or fingers.

Frequent

Frequent

Frequent

3. WORKING CONDITIONS

Disagreeable job conditions to which the employee may be exposed and the frequency (e.g., continually, frequently, or occasionally) of this exposure.


***No disagreeable job conditions exist***

WORKING CONDITION


ENVIRONMENTAL


FACTOR


NATURE/REASON


OF EXPOSURE

FREQUENCY

Dirt/Dust

Noise

Temperature extremes

Dampness

Vibrations

Equipment movement hazard

Chemicals/solvents

Electrical shock

Significant work pace/pressure


Project deadlines


Occasionally

Odors/Fumes

Other (specify):