ADMINISTRATIVE ASSISTANT

IntePros ConsultingMinneapolis, Minnesota, US

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ADMINISTRATIVE ASSISTANT

W2 Only

Contract Role

Pay Rate Range ~$20 / hr ~ $25 / hr (DOQ)

Possible Contract For Hire

ADMINISTRATIVE ASSISTANT

General Statement of Duties :

Performs responsible administrative and secretarial work of a confidential, complex and varied nature assisting a department(s) in a Branch or the Branch Manager. Work requires the exercise of considerable initiative, independent judgment and discretion in planning, prioritizing and organizing a diversified workload.

Reporting Relationship :

Work is performed under the general direction of the Office Manager, a Department Head or the Branch Manager.

Essential Duties and Responsibilities :

The duties and responsibilities of this position include, but are not limited to the following :

Assemble and coordinate the production of reports, technical papers, forms and summaries and other documents of varying complexity and confidentiality prepared by, or under the supervision of the Office Manager, professional staff or Branch Manager.

Compose material and information and type and design general correspondence, memos, charts, tables, graphs, business plans, reports and documents relating to client, project, and professional matters. Proofread copy for spelling, grammar and layout making appropriate changes. Responsible for accuracy and clarity of final copy. Sign correspondence as required.

Create logs and databases.

Perform desktop publishing and develop visual presentations for professional staff.

Schedule and organize complex activities such as travel, client meetings, staff meetings, conferences, interviews and teleconferences, department and / or branch activities.

Maintain appointment schedule, calendar and travel itinerary of professional staff.

Organize and prioritize large volumes of information and calls.

Sort and distribute mail. Draft written responses or reply by phone or e-mail when necessary. Respond to regularly occurring requests for information.

Field / answer routine and non-routine questions. Work in cooperation with other assistants to cover phones.

Establish, develop, maintain and update client, project, governmental agency and confidential filing systems, and, as required, maintain and update library of professional journals and magazines.

Interact directly and act as a liaison with other departments, outside agencies, clients and staff, under the direction of manager, professional staff and other senior management.

Complete Proposal Initiation and Project Initiation forms and open project files.

Conduct research and compile and process statistical reports.

Maintain calendar system regarding work in progress and inform professional staff of due dates.

Deal with printer, photographer, as needed.

Proof billing reviews and client invoices for accuracy.

Track budgets for projects and maintain accurate records in project-related costs and project management systems.

May review dailies, newspapers, newsletters for business leads or other important information.

May supervise clerical personnel and their assignments including :

Manage day to day operations and workflow;

Organize office procedures information filing, retrieval systems, supplies inventory and ordering; and

Organize the operation of word processing and other equipment.

Perform related administrative tasks and assist other administrative staff as needed.

Qualifications :

To perform this job successfully, the employee must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and / or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

Education and Experience

Associates (AA) with 2 years or Bachelor’s (BA) Degree or equivalent experience (high school or GED with 4 years of experience) supplemented by course work including business office procedures, typing, secretarial and related subjects or any related combination of education and experience.

Advanced proficiency in the use of office equipment and the most recent release of MS Office and database software. Knowledge of operations, accounting procedures and administrative policies and procedures.

Language Skills

Ability to read, analyze and interpret general business periodicals, professional journals, office procedures, software manuals and governmental regulations. Ability to write correspondence, routine reports, procedure manuals and presentations conforming to prescribed style and format. Ability to effectively present information and respond to questions from groups of professionals, project teams and clients.

Mathematical Skills

Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals. Ability to compute rate, ratio and to draw and interpret bar graphs.

Reasoning Ability

Ability to define problems, collect data, establish facts and draw valid conclusions. Ability to interpret instructions in a variety of forms and deal with several abstract and concrete variables. Ability to arrive at effective solutions to problems independently.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the position. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of the position.

While performing the duties of the position, the employee is regularly required to use hands to finger, handle or feel; the employee is required to talk and hear. The employee is regularly required to sit and stand and frequently required to stoop or kneel. The employee must be able to lift up to 25 pounds. Specific vision abilities for the position include near and far vision.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the position. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of the position.

While performing the duties of the job employees are exposed to normal office conditions. The employee must have the ability to work overtime as required.

Certificates, Licenses, Registration :

The licenses described here are representative of those that must be held by an employee to successfully perform the functions of the position. Reasonable accommodation may be made to enable individuals with disabilities to perform in the essential functions of the position.

The employee filling the position may be required to drive on company business; consequently, the employee must possess a valid driver’s license and clean driving record.

CULTURE / EEO STATEMENT

Our client strives to hire and retain the best and brightest people in their fields. We look for exceptional interpersonal skills, communication skills, and problem-solving abilities, plus the passion for excellence and quality.

Our client is a great place to build a career. If you're looking for an exciting place to work, a place with challenging and rewarding assignments, and a place that has been nationally recognized for its employees' quality of life, technical expertise, and business success, then our client may be the place for you.

LI-RS1

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Administrative Assistant • Minneapolis, Minnesota, US