Description

JOB SUMMARY

The Administrative Assistant (AA) provides general office support with a variety of clerical activities and related tasks for Mountain View Co-op (MVC). The AA must maintain a positive and cooperative attitude that promotes teamwork, integrity, honesty, and helpfulness. The AA must embrace and exhibit MVC’s philosophy and culture of customer service.

REPORTING RELATIONSHIP

Reports to the Location Manager and/or CFO.

ESSENTIAL DUTIES & RESPONSIBILITIES

• Establish and maintain a positive customer service experience.
• Establish and maintain a positive experience for MVC customers, clients, and vendors, through professional interpersonal interactions.
• Report for duty in a fit condition, complying with the location dress code and acceptable personal hygiene.
• Greet guests in a professional, friendly manner, and direct them accordingly.
• Answer incoming calls, direct calls to appropriate parties, and take messages.
• Collect, sort, and distribute incoming mail.
• Facilitate the flow of correspondence, to include memo creation and dissemination.
• Provide callers with information such as company address, directions to the company location, company fax numbers, company website, and other related information.
• Coordinate the pick-up and delivery of express mail services (FedEx, UPS, etc.).
• Assist in the ordering, receiving, stocking, and distribution of office supplies.
• Assist with related clerical duties such as photocopying, faxing, filing, and collating.
• File and maintain records.
• Files daily invoices, deposit slips, and hand-entered logs.
• Enter payments from prepared daily bank deposit.
• Run and apply credit card payments daily.
• Balance appropriate or assigned bank codes.
• Assist accounting department with any accounting tasks, special projects, year-end tasks as needed.
• Handle any customer complaints in a prompt and professional manner.
• Provide feedback to Managers.
• Practice and encourage workplace safety.
• Other duties as assigned.

ESSENTIAL SKILLS & ABILITIES

Knowledge and understanding of:

• Phone etiquette
• Administrative support functions
• Multi-line phone system
• Social media
• Word processing and spreadsheet programs (Word and Excel)
• Safety rules, procedures, and practices

Ability to:

• Establish effective working relationships with management, co-workers, and the general public.
• Report to work on-time and as scheduled.
• Work independently, efficiently, and handle multiple priorities.
• Deal with conflict in a professional manner.
• Communicate effectively with others in both technical and non-technical terms.
• Operate a personal computer utilizing word processing, spreadsheet, and database applications appropriate to the assigned duties.
• Follow verbal and written instructions.
• Use logical and creative thought processes to develop solutions according to written specifications and/or oral instructions.
• Perform a wide variety of administrative tasks with accuracy and speed under the pressure of time-sensitive deadlines.
• Quickly learn and put to use new skills and knowledge brought about by rapidly changing information and technology.
• Drive to locations year-round within the state.

MINIMUM QUALIFICATIONS

Education/Experience/Training:

• High School diploma or GED

Preferred Experience:

• Two (2) years administrative experience

License/Certification:

• Valid Driver’s License issued by the State of Montana

ESSENTIAL PHYSICAL ABILITIES

The physical demands described herein are representative of those that are required by the employee in order to successfully perform the essential functions of the job. The work environment characteristics described herein are representative of those an employee will encounter while performing the essential functions of the job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of the job, unless doing so would pose an undue hardship.

Essential Physical Abilities:

• Clarity of speech and hearing that permits the employee to communicate effectively with internal and external customers.
• Clarity of vision to include; near and far vision, ability to focus while operating computers and viewing monitors, and ability to read printed materials.
• Manual dexterity that permits the employee to operate a personal computer, organize files, handle products, and operate office equipment.
• Personal mobility that permits the employee to enter, operate, and exit motor vehicles.
• Ability to lift 30 pounds.
• Ability to walk, stand, sit, and reach for the duration of the shift.
• Ability to occasionally stoop, kneel, and climb.

Working Conditions:

• Work is generally performed in an office environment.
• Travel in and outside of the county to attend meetings, etc. in all weather conditions.
• Various noise levels are present in the work environment, from low to moderately loud.

DISCLAIMER

The above statements are intended to describe the general nature and level of work to be performed. They are not intended to be an exhaustive, all-inclusive list of responsibilities, duties, and skills required of the employee.

EQUAL OPPORTUNITY & REASONABLE ACCOMODATION

MVC is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to any protected category including; race, color, religion, creed, sex, gender identification, sexual orientation, disability, age, national origin, veteran status, or genetic information.

MVC is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in its employment, services, programs, and activities. To request reasonable accommodation, contact Human Resources at 406-453-5900.

Qualifications