Administrative Assistant

Primary Duties/Responsibilities

• Performs clerical and administrative duties including typing documents, correspondence and reports for their assigned department.
• Composes and initiates routine correspondence and memoranda.
• Edits and proofs documents for grammar, spelling, and clarity of expression, organization, and conformance to company specifications.
• Proofs art or graphics and verifies that art and text agree.
• Enters data from various sources to maintain and update various databases and spreadsheets.
• Ensures data integrity by verifying input and calculations.
• Creates, runs and distributes standard and customized periodic reports, to communicate follow-up requirements and to summarize reports, etc.
• Works with an assigned team to develop and maintain standard templates, descriptions and sections of presentations to maximize efficiency and reduce turnaround time.
• Screens telephone calls and visitors.
• Answers basic questions and provides information.
• Takes accurate phone and verbal messages and ensures that messages are delivered in a timely manner.
• Maintains organized computer and/or hard copy files for easy identification and retrieval.
• Maintains inventory of departmental office supplies.
• Prepares purchase requests for above items and coordinates with the purchasing department.
• Occasionally schedules & maintains calendar of meetings & travel itineraries.
• Occasionally coordinates associated arrangements.
• Occasionally plans, coordinates and makes arrangements for on-site and offsite Conferences, meetings and special events.
• Ensures accurate and timely communication to involved parties.
• Affords assistance in facility / office as needed.
• May assist with departmental human resource functions, which may include preparation of confidential personnel information and new hire orientation.

Qualifications

• High school diploma or GED with a clear understanding of general math and the ability to read, write and comprehend written and verbal English.
• Some knowledge of general office practices and procedures.
• One to three years internal or directly related experience with knowledge of departmental function, terminology and interrelationships.
• Must demonstrate effective oral and written communication skills with good vocabulary, good grammar and the ability to independently compose routine written communications.
• Good telephone etiquette.
• PC skills with good working knowledge of MS Word, MS PowerPoint, MS Excel / Access, and other departmental software programs.
• Ability to maintain spreadsheets and modify formats in order to complete assignments.
• Must demonstrate ability to pay close attention to details, and present good planning, organization, and time management skills.
• Ability to handle confidential or sensitive information or issues.
• Must demonstrate ability to work in a team environment and willingness to assume additional or new responsibilities readily.

Physical Requirements

• While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear.
• The employee is occasionally required to stand; walk; and stoop, kneel, or crouch.
• The employee must occasionally lift and/or move up to 25 pounds.
• Specific vision abilities required by this job include close vision, distance vision, color vision, and ability to adjust focus.