JOB TITLE :

Administrative Assistant

LOCATION :

Southern Division Office

REPORTS TO :

Sr. Executive Administrative Assistant

DEPARTMENT : Administration

Administration

SALARIED OR HOURLY : Hourly

Hourly

DATE : June 2023

June 2023

PURPOSE :

Perform general administrative duties within the Division Office. Position responsibilities frequently involve the performance of discretionary tasks requiring considerable knowledge of division operations.

DUTIES AND RESPONSIBILITIES :

Perform a variety of general administrative and secretarial duties which comprise the majority of the job tasks. Type, answer phones, handle routine correspondence, make copies, sort and route incoming mail and reports, send and distribute faxes, e-mail, and other computer reports printed at Division Office, and answer routine questions or refer them to the proper individual.

Make travel and hotel arrangements as required. Assist with plans for various meetings held throughout the year.

Type, copy and file reports, memorandums, and letters as requested by supervisor. Type memos and merchandising / sales messages and distribute to stores as directed.

Prepare materials for quarterly projection meetings. Compose routine letters from general instructions. Respond to customer and associate complaints within established guidelines.

Obtain information for reports from other departments and stores to complete assigned tasks. May call stores on a weekly basis for sales and inventory figures.

Print, copy and update Profit / Loss Statements as required. Perform data entry duties on personal computer to include spreadsheets, daily sales, flash sales, etc.

Maintain files, keep records, and perform other similar clerical tasks. Maintain various store personnel and reference lists.

Complete personal computer projects as assigned. Perform a variety of other clerical duties for the Division Office.

PEOPLE RESPONSIBILITIES :

None

JOB REQUIREMENTS :

Position requires use of 10-key adding machine, personal computer and other routine office equipment. Prior personal computer experience helpful.

Possess good communication skills, both oral and written as well as good telephone and public relations skills.

Ability to handle confidential information in a mature and professional manner required. Must be able to work with minimum supervision and complete assigned projects on a timely basis.

JOB DESCRIPTION, continued

The above statements are intended to describe the general nature of work performed by the

associate(s) in this job. Specific duties and responsibilities may vary by position.

Administrative Assistant 2

PHYSICAL ENVIRONMENT :

• Most work is performed in a temperature-controlled office environment.
• Incumbent will spend the majority of the workday sitting at a desk or computer terminal or working within a limited area.
• Incumbent may use calculators, keyboards, telephone, and other office equipment in the course of normal workday.
• Some lifting may be required on an infrequent basis depending on job assignments.
• Work can be hectic and fast-paced.
• Telephone use is heavy.

Last updated : 2024-05-12