Administrative Assistant
for section headings: About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule. We need to decide which sections to include based on content.
We have:
- About the role: could be the introductory paragraph(s) describing role: "Cushing Terrell is seeking an Administrative Assistant to join our Billings, MT office. This is a full-time, in-office position that serves as the welcoming face and organizational backbone of our team..." etc. That's substantive.
- Responsibilities: list of duties.
- Requirements/Qualifications: we have Required Qualifications and Preferred Qualifications. Could combine into Requirements section (maybe split into Required and Preferred? But we should avoid many thin sections. Could have a single Requirements section with both required and preferred listed, maybe using with notes. Or we could have Qualifications section. The instruction says use headings like Requirements, Qualifications, Skills. We can pick one. Perhaps "Requirements" for required qualifications, and "Preferred Qualifications" could be omitted or merged into Requirements as a note. But we need to preserve all substantive information; we cannot drop required or preferred qualifications. So we need to include them. Could have a section "Requirements" with required qualifications, and another "Preferred Qualifications" but that's another heading; but we should avoid many thin sections. However we have to include all info; we could combine them into one section "Qualifications" and within that list required and preferred, maybe with subheadings? But we cannot add extra headings beyond the allowed list? The instruction says use for section headings (e.g. About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule). It doesn't forbid other headings, but says use those for section headings. It implies we can use those headings; we could also use other headings if needed but better to stick to those. We could use "Qualifications" heading and inside have two lists: Required and Preferred, maybe using or separate labels.
Similarly Skills: we could extract skills from qualifications (proficient in Microsoft Office Suite, Outlook, Adobe Acrobat; excellent written and verbal communication; strong organizational skills; ability to manage competing priorities; etc.) Could put them in Skills section.
But we must not create sections with filler/placeholder text. So we need to ensure each section has substantive content.
Let's plan sections:
- About the role (intro paragraph)
- Responsibilities (list of duties)
- Qualifications (combine required and preferred)
- Skills (maybe extracted)
- Benefits (link to benefits guide)
- Pay (salary range + performance bonus note)
- Schedule (full-time, in-office)
We need to avoid duplication. Ensure we preserve all substantive info: salary range, performance bonus, work authorization, visa sponsorship, physical requirements? Those are in Things to Note. Should we include them? They are substantive but maybe considered legal/boilerplate. The instruction says remove EEO/equal-opportunity/scam-warning boilerplate. Work authorization and visa sponsorship might be considered legal but also substantive. However they are typical boilerplate. The instruction says remove cookie/navigation/legal/EEO/equal-opportunity/scam-warning boilerplate. So we should remove legal stuff like work authorization, visa sponsorship, EEO statement, contact for accommodation, note to recruitment agencies. Also physical requirements maybe considered legal? It's about physical demands; could be considered part of job description but maybe not boilerplate. However it's in Things to Note; we could keep it if we think it's substantive. But to be safe, maybe we can include a brief note about physical requirements under Schedule or Responsibilities? But the instruction says remove legal boilerplate. Physical requirements might be considered part of job description, not necessarily legal boilerplate. However it's still a note about physical demands; could be kept.
We need to decide. The instruction: "Remove cookie/navigation/legal/EEO/equal-opportunity/scam-warning boilerplate, duplicated lines, and application instructions." So we should remove legal boilerplate. The physical requirements might be considered part of job description but could be considered legal? Not sure. I'd lean to keep it as it's substantive about the role. However the phrase "The majority of the time, a person in this role will be sitting in an office with limited physical requirements. This may require individuals to bend, stretch, twist, and reach." That's descriptive of the job; not exactly legal boilerplate. I'd keep it maybe under Schedule or a separate section like "Work Environment". But we don't have a heading for Work Environment; we could add under Schedule or About the role.
But we must not create sections with filler. So we could add a short paragraph under About the role or Schedule.
Simplify: We'll include sections: About the role, Responsibilities, Qualifications, Skills, Benefits, Pay, Schedule.
Now extract content.
About the role: combine first paragraph(s) up to "Whether you are answering phones, managing supplies, or coordinating with building maintenance, you will play a vital role in keeping our office running smoothly and our team focused on great work." That's the description.
Let's copy:
"Cushing Terrell is seeking an Administrative Assistant to join our Billings, MT office. This is a full-time, in-office position that serves as the welcoming face and organizational backbone of our team. You will be the first point of contact for clients, visitors, and guests, ensuring every interaction reflects the warmth, professionalism, and culture that defines Cushing Terrell. In this role, you will support day-to-day office operations, assist team members with a variety of administrative tasks, and help coordinate office events and activities. We are looking for someone who is organized, proactive, and genuinely enjoys creating a positive experience for the people around them. Whether you are answering phones, managing supplies, or coordinating with building maintenance, you will play a vital role in keeping our office running smoothly and our team focused on great work."
That's good.
Responsibilities: list from Position Responsibilities***.
We need to extract each bullet:
- Greet clients, visitors, and guests; determine the purpose of each person’s visit and ensure they are directed to the appropriate location
- Answer, screen, and direct phone calls to staff; take messages as needed
- Provide a welcoming experience for guests and team members in person, by phone, and through written correspondence
- Process and distribute mail, documents, packages, and deliveries to the correct team member
- Perform office support tasks as requested by team members and leadership
- Perform basic filing and recordkeeping for the office
- Assist team members with expense report preparation
- Coordinate with the office manager to ensure building maintenance and to develop, plan, and coordinate events, activities, and outings for the office
- Identify, order, and procure office supplies and equipment as needed
- Other duties as assigned
We'll put these in
- .
Qualifications: combine Required Qualifications** and Preferred Qualifications**.
Required:
- Associate’s degree or degree in a related business field
- 5 years of experience, or more, in an administrative, receptionist, or office support role
- Proficient in Microsoft Office Suite, Outlook, and Adobe Acrobat
- Ability to collaborate and communicate effectively with team members, clients, and visitors
- Excellent written and verbal communication skills
- Strong organizational skills and attention to detail
- Ability to manage competing priorities and stay composed in a busy office environment
Preferred:
- 3+ years of experience in a similar administrative or office support role
- Experience supporting a professional services, architecture, engineering, or design firm is a plus, but not required
- Experience coordinating office events or activities
We'll list them maybe with a note: Required Qualifications and Preferred Qualifications as subheadings inside the section using
Required Qualifications:
then , then Preferred Qualifications:
then . That's acceptable.
Skills: we could extract skills from qualifications: Proficient in Microsoft Office Suite, Outlook, Adobe Acrobat; Excellent written and verbal communication skills; Strong organizational skills and attention to detail; Ability to collaborate and communicate effectively; Ability to manage competing priorities and stay composed; etc. But that duplicates qualifications. Might be redundant. Perhaps we can omit Skills section to avoid thin sections. But we need to include all substantive info; qualifications already cover skills. So we could skip Skills section. The instruction says prefer a few substantive sections over many thin ones. So we can omit Skills if its content is already covered.
Benefits: we have a link to Employee Benefits Guide. Also mention "We offer a competitive benefits package". So we can include Benefits section with that sentence and the link.
Pay: we have Position Salary Range*: expected pay range $19.00 to $25.00 per hour. Also note: "Actual pay will be determined based on the candidate’s years of experience, licensure status, location, level of proficiency, and other job-related factors (as permitted by law). This position is also eligible for an annual performance bonus." We should include that note. However the note about actual pay determination includes legal factors; but it's substantive about pay. We can include it.
Schedule: we have full-time, in-office. Also maybe mention physical requirements? Could add a note about physical demands under Schedule or About the role. But we can keep Schedule simple: full-time, in-office.
Now we must ensure we don't include boilerplate like EEO, visa sponsorship, work authorization, contact for accommodation, note to recruitment agencies. We'll drop those.
Now produce HTML fragment.
Structure:
About the role
...
Responsibilities
...
Qualifications
Required Qualifications:
...
Preferred Qualifications:
...
Benefits
We offer a competitive benefits package. View the Employee Benefits Guide: Cushing Terrell Benefits Guide (PDF)
Pay
for section headings (e.g. About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule). It doesn't forbid other headings, but says use those for section headings. It implies we can use those headings; we could also use other headings if needed but better to stick to those. We could use "Qualifications" heading and inside have two lists: Required and Preferred, maybe using or separate labels.
Similarly Skills: we could extract skills from qualifications (proficient in Microsoft Office Suite, Outlook, Adobe Acrobat; excellent written and verbal communication; strong organizational skills; ability to manage competing priorities; etc.) Could put them in Skills section.
But we must not create sections with filler/placeholder text. So we need to ensure each section has substantive content.
Let's plan sections:
- About the role (intro paragraph)
- Responsibilities (list of duties)
- Qualifications (combine required and preferred)
- Skills (maybe extracted)
- Benefits (link to benefits guide)
- Pay (salary range + performance bonus note)
- Schedule (full-time, in-office)
We need to avoid duplication. Ensure we preserve all substantive info: salary range, performance bonus, work authorization, visa sponsorship, physical requirements? Those are in Things to Note. Should we include them? They are substantive but maybe considered legal/boilerplate. The instruction says remove EEO/equal-opportunity/scam-warning boilerplate. Work authorization and visa sponsorship might be considered legal but also substantive. However they are typical boilerplate. The instruction says remove cookie/navigation/legal/EEO/equal-opportunity/scam-warning boilerplate. So we should remove legal stuff like work authorization, visa sponsorship, EEO statement, contact for accommodation, note to recruitment agencies. Also physical requirements maybe considered legal? It's about physical demands; could be considered part of job description but maybe not boilerplate. However it's in Things to Note; we could keep it if we think it's substantive. But to be safe, maybe we can include a brief note about physical requirements under Schedule or Responsibilities? But the instruction says remove legal boilerplate. Physical requirements might be considered part of job description, not necessarily legal boilerplate. However it's still a note about physical demands; could be kept.
We need to decide. The instruction: "Remove cookie/navigation/legal/EEO/equal-opportunity/scam-warning boilerplate, duplicated lines, and application instructions." So we should remove legal boilerplate. The physical requirements might be considered part of job description but could be considered legal? Not sure. I'd lean to keep it as it's substantive about the role. However the phrase "The majority of the time, a person in this role will be sitting in an office with limited physical requirements. This may require individuals to bend, stretch, twist, and reach." That's descriptive of the job; not exactly legal boilerplate. I'd keep it maybe under Schedule or a separate section like "Work Environment". But we don't have a heading for Work Environment; we could add under Schedule or About the role.
But we must not create sections with filler. So we could add a short paragraph under About the role or Schedule.
Simplify: We'll include sections: About the role, Responsibilities, Qualifications, Skills, Benefits, Pay, Schedule.
Now extract content.
About the role: combine first paragraph(s) up to "Whether you are answering phones, managing supplies, or coordinating with building maintenance, you will play a vital role in keeping our office running smoothly and our team focused on great work." That's the description.
Let's copy:
"Cushing Terrell is seeking an Administrative Assistant to join our Billings, MT office. This is a full-time, in-office position that serves as the welcoming face and organizational backbone of our team. You will be the first point of contact for clients, visitors, and guests, ensuring every interaction reflects the warmth, professionalism, and culture that defines Cushing Terrell. In this role, you will support day-to-day office operations, assist team members with a variety of administrative tasks, and help coordinate office events and activities. We are looking for someone who is organized, proactive, and genuinely enjoys creating a positive experience for the people around them. Whether you are answering phones, managing supplies, or coordinating with building maintenance, you will play a vital role in keeping our office running smoothly and our team focused on great work."
That's good.
Responsibilities: list from Position Responsibilities***.
We need to extract each bullet:
- Greet clients, visitors, and guests; determine the purpose of each person’s visit and ensure they are directed to the appropriate location
- Answer, screen, and direct phone calls to staff; take messages as needed
- Provide a welcoming experience for guests and team members in person, by phone, and through written correspondence
- Process and distribute mail, documents, packages, and deliveries to the correct team member
- Perform office support tasks as requested by team members and leadership
- Perform basic filing and recordkeeping for the office
- Assist team members with expense report preparation
- Coordinate with the office manager to ensure building maintenance and to develop, plan, and coordinate events, activities, and outings for the office
- Identify, order, and procure office supplies and equipment as needed
- Other duties as assigned
We'll put these in
- .
Qualifications: combine Required Qualifications** and Preferred Qualifications**.
Required:
- Associate’s degree or degree in a related business field
- 5 years of experience, or more, in an administrative, receptionist, or office support role
- Proficient in Microsoft Office Suite, Outlook, and Adobe Acrobat
- Ability to collaborate and communicate effectively with team members, clients, and visitors
- Excellent written and verbal communication skills
- Strong organizational skills and attention to detail
- Ability to manage competing priorities and stay composed in a busy office environment
Preferred:
- 3+ years of experience in a similar administrative or office support role
- Experience supporting a professional services, architecture, engineering, or design firm is a plus, but not required
- Experience coordinating office events or activities
We'll list them maybe with a note: Required Qualifications and Preferred Qualifications as subheadings inside the section using
Required Qualifications:
then , then Preferred Qualifications:
then . That's acceptable.
Skills: we could extract skills from qualifications: Proficient in Microsoft Office Suite, Outlook, Adobe Acrobat; Excellent written and verbal communication skills; Strong organizational skills and attention to detail; Ability to collaborate and communicate effectively; Ability to manage competing priorities and stay composed; etc. But that duplicates qualifications. Might be redundant. Perhaps we can omit Skills section to avoid thin sections. But we need to include all substantive info; qualifications already cover skills. So we could skip Skills section. The instruction says prefer a few substantive sections over many thin ones. So we can omit Skills if its content is already covered.
Benefits: we have a link to Employee Benefits Guide. Also mention "We offer a competitive benefits package". So we can include Benefits section with that sentence and the link.
Pay: we have Position Salary Range*: expected pay range $19.00 to $25.00 per hour. Also note: "Actual pay will be determined based on the candidate’s years of experience, licensure status, location, level of proficiency, and other job-related factors (as permitted by law). This position is also eligible for an annual performance bonus." We should include that note. However the note about actual pay determination includes legal factors; but it's substantive about pay. We can include it.
Schedule: we have full-time, in-office. Also maybe mention physical requirements? Could add a note about physical demands under Schedule or About the role. But we can keep Schedule simple: full-time, in-office.
Now we must ensure we don't include boilerplate like EEO, visa sponsorship, work authorization, contact for accommodation, note to recruitment agencies. We'll drop those.
Now produce HTML fragment.
Structure:
About the role
...
Responsibilities
...
Qualifications
Required Qualifications:
...
Preferred Qualifications:
...
Benefits
We offer a competitive benefits package. View the Employee Benefits Guide: Cushing Terrell Benefits Guide (PDF)
Pay
Required Qualifications:
then- , then
Preferred Qualifications:
then- . That's acceptable.
Skills: we could extract skills from qualifications: Proficient in Microsoft Office Suite, Outlook, Adobe Acrobat; Excellent written and verbal communication skills; Strong organizational skills and attention to detail; Ability to collaborate and communicate effectively; Ability to manage competing priorities and stay composed; etc. But that duplicates qualifications. Might be redundant. Perhaps we can omit Skills section to avoid thin sections. But we need to include all substantive info; qualifications already cover skills. So we could skip Skills section. The instruction says prefer a few substantive sections over many thin ones. So we can omit Skills if its content is already covered.
Benefits: we have a link to Employee Benefits Guide. Also mention "We offer a competitive benefits package". So we can include Benefits section with that sentence and the link.
Pay: we have Position Salary Range*: expected pay range $19.00 to $25.00 per hour. Also note: "Actual pay will be determined based on the candidate’s years of experience, licensure status, location, level of proficiency, and other job-related factors (as permitted by law). This position is also eligible for an annual performance bonus." We should include that note. However the note about actual pay determination includes legal factors; but it's substantive about pay. We can include it.
Schedule: we have full-time, in-office. Also maybe mention physical requirements? Could add a note about physical demands under Schedule or About the role. But we can keep Schedule simple: full-time, in-office.
Now we must ensure we don't include boilerplate like EEO, visa sponsorship, work authorization, contact for accommodation, note to recruitment agencies. We'll drop those.
Now produce HTML fragment.
Structure:
About the role
...
Responsibilities
- ...
Qualifications
Required Qualifications:
- ...
Preferred Qualifications:
- ...
Benefits
We offer a competitive benefits package. View the Employee Benefits Guide: Cushing Terrell Benefits Guide (PDF)