Administrative Asst

This position is an on-site role working Monday through Friday at the Roanoke TCC Facility in Salem, VA. Note: This position is posted at multiple grade levels and offers a range of opportunities for advancement.

Responsibilities

Administrative Assistant:

• Perform basic, routine administrative duties, following well defined, standard procedures
• Assist with document processing
• Assist in compiling special reports and requesting information from other areas
• Assist in filing and retrieval of information in both hard copy and electronic formats
• Answer telephone and take messages
• Communicate via electronic mail as necessary
• Receive and distribute incoming and outgoing mail
• Use computer keyboard to enter data, perform calculations and/or retrieve information
• Operate a wide variety of electronic and mechanical office equipment
• Order office supplies
• Facilitate ordering of food when needed such as training, safety meetings, etc.
• General building organization
• Mail retrieval duties
• Create/Update email distribution lists
• Ensure kitchens are stocked with supplies
• Approve timesheets for employees
• Assist hiring manager with onboarding new employees
• Arrange team building activities
• Coordinate deliveries to the building
• Coordinate and manage conference room use internal/external

Communication and interpersonal skills:

• Listens to and understands written and verbal instruction
• Communicate effectively with co-workers and other employees and/or customers outside work area
• Answers phone calls clearly and with a friendly, helpful tone
• Records messages accurately with appropriate information
• Works effectively and productively with others
• Actively helps others with assignments as necessary to maintain department productivity

Customer focus:

• Answers customer questions, but knows when appropriate to refer questions or issues to others
• Actively learns the function of the department and responsibility for each employee to assist customers more effectively
• Exhibits concern and sensitivity to others

Problem solving and initiative:

• Applies basic education and training in job responsibilities and assignments
• Asks questions when unsure of how to handle an assignment
• Demonstrates ability and initiative to handle assignments beyond the basic, routine level

Administrative Assistant Senior:

• Under moderate to limited supervision, compose, prepare, review and/or process documents which require some independent analysis
• Exercising moderate judgment and good working knowledge of company and/or department work procedures
• Obtain, assemble and organize data for use by supervisor or others
• Establish and maintain filing and record keeping systems
• Answer customer or public inquiries and follow up on routine inquiries as required
• Maintain confidentiality of company matters and data as required
• Order office supplies
• Facilitate ordering of food when needed such as training, safety meetings, etc.
• General building organization
• Mail retrieval duties
• Create/Update email distribution lists
• Ensure kitchens are stocked with supplies
• Approve timesheets for employees
• Assist hiring manager with onboarding new employees
• Arrange team building activities
• Coordinate deliveries to the building
• Coordinate and manage conference room use internal/external

Communication and interpersonal skills:

• Effectively and clearly communicates instructions, ideas, and department procedures and policies to customers, employees and managers in person, by telephone or by written or electronic means
• Works effectively as a team member within department and, due to knowledge and expertise, participates on inter-department teams as requested

Customer focus:

• Anticipates needs of customers, management, and department
• Provides recommendations for procedure revisions and efficiencies that improve customer service

Problem solving and initiative:

• Uses independent judgment, initiative and knowledge of department and company needs and goals in accomplishing work assignments
• Reviews, initiates and recommends corrective actions or improvements to administrative practices
• Informally recruits others inside and outside of department who are knowledgeable to assist in resolving administrative, clerical and technical issues

Requirements

Administrative Assistant:

• High school diploma or GED
• Six to nine months of post-high school experience in learning and utilizing administrative office procedures, practices and equipment (e.g., business English, grammar, spelling, punctuation, letter writing, telephone technique) desirable
• Must possess the ability to organize data and processes and communicate effectively, both orally and in writing
• Displays good analytical and problem-solving skills
• Demonstrated proficiency with computers and the use of office-oriented software products

Administrative Assistant Senior:

• High school graduate or GED
• Three to four years of related experience or the equivalent, normally obtained by progression through the classification of Administrative Assistant
• Experience should include varied business situations or circumstances which develop the job incumbent in terms of confidentiality, maturity, discretion, personal tact, judgment and initiative
• Must possess the ability to organize data and processes and communicate effectively, both orally and in writing
• Displays good analytical and problem-solving skills
• Demonstrated proficiency with computers and the use of office-oriented software products
• Experience in utilizing administrative office procedures, practices and equipment (e.g., business English, grammar, spelling, punctuation, letter writing, telephone technique)

Pay

Standard base pay is:

• Administrative Assistant - $22.14 - $27.67/hr
• Administrative Assistant Sr. - $25.99 – $32.49/hr

Benefits

In addition to competitive compensation, AEP offers a unique comprehensive benefits package that aims to support and enhance the overall well-being of our employees.

Schedule

This is a full-time, on-site position working Monday through Friday.

Physical Demands

The Physical Demand Level for this job is: Sedentary Work: Exerting up to 10 pounds of force occasionally (activity or condition exists up to 1/3 of the time) and/or a negligible amount of force frequently (activity or condition exists from 1/3 to 2/3 of the time) to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time but may involve walking or standing for brief periods of time. Jobs are sedentary if walking and standing are required only occasionally, and all other sedentary criteria are met.