ADMINISTRATIVE ASSISTANT 3

The Administrative Assistant provides support for the assigned department, including general office duties and customer service. Manages calendar, meetings, travel, correspondence and budget. Develops and prepares presentations and reports. Ensures work aligns with business unit needs and objectives.

Position Responsibilities may include:

• Perform the full range of diverse administrative activities 
• Serve as a central point of liaison with other departments and external 
• Assist in administrative problem solving, program/project planning, development, and execution of stated goals and objectives 
• Manage contact lists including phone and email  
• Create, update and maintain electronic and hard copy documents/files  
• Process invoices, A/P vouchers and expenses reports  
• Prepare documents, filing and other general offices duties as required.  
• Handle incoming and outgoing phones, correspondence; process incoming and outgoing mail  
• Read and analyze memos, submissions, and reports to determine their significance and plan their distribution  
• Set and confirm appointments; schedule and coordinate meetings, conferences, etc.   
• Generate, analyze and deliver various reports as required  
• Assist with travel arrangements as needed  
• Order and maintain supplies including office supplies, business cards, etc.  
• Plan, assign and review the work of others 
• Train others in work procedures 
• Organize and prioritize work activities 
• Analyze problems, evaluate alternatives and make sound recommendations 
• Perform additional projects/duties to support ongoing business needs.  

Nature & Scope:

• Applies advanced knowledge of job area typically obtained through advanced education and work experience   
• Manages projects and processes while working independently and with limited supervision   
• Coaches and reviews the work of lower-level professionals    
• Problems faced are difficult and sometimes complex; takes a new perspective on existing solutions   

Knowledge & Skills:

• Effective and high quality Customer Service/Relationship management skills via walk-ins, phone, and email  
• Ability to effectively establish positive professional working relationships with internal, external customers and employees  
• Strong technical knowledge of administrative and clerical procedures and systems 
• Proficient in the use of Microsoft Office; Word, Excel & Outlook and PowerPoint and database applications  
• Professional verbal and written communication skills including questioning and listening skills  
• High level of attention to detail and accuracy; effective problem solving skills  
• Ability to multi task and work independently with little supervision  
• Strong organizational and time management skills including effective prioritization skills  
• Ability to use discretion and handle sensitive confidential information  
• Positive, professional attitude, with ability to diffuse negative situations  
• Professionalism – patience, poise and tact  
• Displays confidence and control at all times   
• Ability to thrive in a faced paced, constantly changing environment  
• Ability to apply strong work ethics and integrity on the job   

Experience:

• 6 years of experience in customer service and administrative role  
• 3 years of office management experience  

Education/Certification: 

• High School diploma   
• Associate’s degree highly preferred  

People Management: No 

Physical Requirements / Work Environment: Must be able to perform essential responsibilities with or without reasonable accommodations

Reports To: Department Supervisor/Manager 

The Company provides equal employment opportunity to all employees and applicants regardless of a person’s race, color, religion (including religious dress or grooming practices), creed, national origin (including language use restrictions), citizenship, uniform service member or veteran status, ancestry, disability, physical or mental disability (including HIV/AIDS), medical condition (including cancer and genetic characteristics), genetic information, request for protected leave, marital status, sex, pregnancy, age (over 40), sexual orientation, gender, gender identity or expression, political affiliation, or any other characteristic protected by law. The Company will comply with all federal and state regulations and statutes pertaining to individuals with disabilities