Administrative Assistant

Time Type : Full Time

Position Description Summary :

Responsible for clerical functions. Responsible for performing a broad range of moderately complex clerical, office, and administrative duties utilizing established office / department procedures. May take and deliver messages, set up and maintain files, provide workers with office supplies, prepare and sort mail, perform typing assignments, proofread, and research and compile special reports. Operate automated office equipment.

Principal Accountabilities (The following is intended to describe the general nature and level of work being performed. It is not an exhaustive list of all expectations.) :

• Assist in printing checks / invoices / purchase orders and prepare checks / invoices / purchase orders for mail
• Collect and distribute mail, route messages, and set up appointments / meetings
• Type, maintain data files (electronic and hard copies), and enter information into databases
• Collect, review, and input data into a computer processing system; audits output data.
• Prepare, send and receive batches from storage
• Assist accounting clerks in keying batches
• Order and maintain supply room inventory
• Use a variety of software applications or automated office equipment to track or maintain data
• Coordinate efforts of resolving issues or provide customer services to field offices, sales and in-house departments
• Provide clerical support to the department
• Compose non-routine correspondence, reports, graphs and presentations using spreadsheets and graphic software
• Process and track department costs and expenditures
• Coordinate training events, schedules, notifications and registrations. Collect and maintain employee training records
• Author ISO procedures and work instructions and maintain appropriate department documents, forms and references
• Review outgoing materials and correspondence for internal consistency and conformance with department policies

The individual in this position must be capable of performing all of the essential functions with or without a reasonable accommodation.

Working Environment :

Assignment Complexity - Work on assignments that are moderately complex in nature where judgment is required in resolving problems and making routine recommendations.

Accountability – Apply job skills and applicable corporate policies and procedures to complete a wide range of difficult tasks.

Impact of Decisions – Errors detectable upon supervisory review. Limited impact on corporate operations and fiscal health.

Working Relationships – Regularly interact with peers and management concerning matters of moderately complex scope and discretion.

Scope – Work on problems moderately complex in scope. Normally receives no instruction on routine work, general instructions on new assignments.

Essential Functions :

Must be able to pass any federal / state / local government, airport, or company-required background checks, clearances, and / or drug and alcohol tests.

Knowledge and Skills (The following minimum requirements are normal guidelines and should not constrain the advancement of otherwise qualified personnel) :

This is an intermediate level position. Good interpersonal skills required. High school diploma or equivalent required. Generally prefer 2-4 years of experience.