Branch Administrative Assistant

Summary

The Branch Administrative Assistant is responsible for answering and directing phone calls, managing customer accounts, generating account and sales reports, processing payments to the correct accounts, preparing bank deposits, calculating and submitting payroll, assisting with organizing employee travel accommodations and airfare, assisting with organizing customer and employee events and performing other administrative department duties as directed by the Branch Manager.

Essential Functions

• Administrative – Operate multi-line telephone (Cisco IP Telephone System) by answering, screening or forwarding calls, providing information, taking messages or scheduling appointments. Greet persons entering establishment, determine nature and purpose of visit and direct or escort them to specific destinations. Keep a current record of staff members’ vicinity and availability and communicate to employees and appropriate guests. Sort, open and deliver mail.  Prepare daily bank deposits of customer receipts and take the deposits to the bank.  Submit Branch’s monthly sales and product support meetings reports to corporate office.  Update and install service software from MTEC vendors.  Research and submit feedback on Aging Report to Branch Manager.  Assist with inventory weekly by printing reports and resolving any discrepancies.        Assist Sales department with sales paperwork, setting up rental contracts in internal business system (Equip), billing customers, and updating call frequency in internal system.  Order office supplies.  Assist employees in filling out and submitting Expense Reports.  Assist Service Department with recording fuel purchases for service trucks.  Assist Corporate to get vehicles registered and renewed each year.  Assist with organizing customer and employee events such as retirement parties, open houses, etc.  Schedule travel for employees such as booking airline flights and hotels. 
• Accounting – Manage MTEC customer accounts.  Convert MTEC customer accounts to PowerPlan.  Generate monthly customer account reports for Branch Manager.  Follow-up with customers on past due invoices and provide additional information as requested.  Partner with corporate John Deere Credit and provide customer support for receivable accounts.  Provide a weekly update of restricted PowerPlan customer accounts and support restricted customers to reconcile accounts and resolve issues.        Receive customer payments and promptly post them to the proper accounts.  Manage and reconcile petty cash checking account and submitting a report to the corporate MTEC office.  Request W9, sales tax exempt form 13, etc. from new vendors and customers.  Code and send invoices to Corporate.

Other Functions

• Assist with other duties assigned and directed by corporate management within the frame work of Murphy Tractor and Equipment Company, Inc.’s objectives.

Knowledge/Skills/Abilities

• Strong knowledge of Microsoft Office and Internet.
• Strong knowledge of office machines, including copier, fax, scanner, and printer.
• Able to communicate effectively as appropriate for the needs of customers or coworkers.
• Ability to meet commitments and deadlines.
• Able to process work with accuracy.
• Ability to organize and prioritize numerous tasks and complete them under time constraints.
• Stays focused under pressure.
• Complete required documentation and reports in a timely manner.
• Able to drive company vehicles with standard operator’s license.
• Ability to maintain a high level of mental effort and strain when performing a high volume of tasks and performing other essential duties.
• Ability to interact professionally with other employees, customers and vendors.
• Ability to use interpersonal skills necessary in order to communicate and follow instructions effectively with a diverse group of customers, employees and vendors and to provide information with ordinary courtesy and tact.
• Ability to use interpersonal skills necessary in order to communicate by e-mail and telephone to provide information with ordinary courtesy and tact.
• Demonstrates openness to new procedures, technology and structure.

Physical Requirements and Work Schedule

Employee must be able to do occasional lifting of up to 30 lbs.   Employee must be able to stand for an extensive amount of time.  Employee must be able to stoop, bend and/or twist to perform job tasks and regularly retrieve and replace objects from shelves of three to six feet high.

Education/Work Experience

High school diploma or GED required.  Two year degree from a college or school or at least three years related experience and/or training preferred.

Murphy Tractor & Equipment Co. is an equal opportunity employer.