What are the responsibilities and job description for the Administrative Assistant position at Personnel Security Consultants, Inc.?
We are looking for an Administrative Assistant!
The Administrative Assistant position is dedicated to providing essential administrative support to the Administrative Team. The primary focus of this role is on reception management and collaborating closely with management to guarantee the seamless execution of administrative operations within the organization. In addition to routine tasks such as telephone management, data entry, and general administrative duties, this position plays a pivotal role in facilitating effective communication and coordination within the administrative framework. The emphasis on providing direct support to management underscores the significance of this role in contributing to the overall efficiency and success of PSC's administrative functions.
Education and Experience you must have:
- A high school diploma or equivalent is required for the Administrative Assistant/Receptionist position.
- Candidates should have previous experience in administrative support roles, demonstrating strong organizational and multitasking abilities. Proficiency in the Microsoft Office Suite is essential.
- Additionally, candidates should possess excellent communication and interpersonal skills, with the ability to interact effectively with guests, clients, and team members. The ability to maintain confidentiality and handle sensitive information is crucial for this role.
Administrative Assistant Tasks For This Role:
Reception Management:
- Manage reception by greeting and signing in guests and clients.
- Answer and screen incoming calls, ensuring proper transfer to team members.
- Work with management to welcome new hires, new clients, and new vendors.
Office Supplies and Maintenance:
- Monitor office supplies, including kitchen and bathroom essentials.
- Take responsibility for replenishing supplies and handling trash on days when custodial staff is unavailable.
- Monitor and order office supplies, supplies in support of training, supplies in support of fingerprinting services, and sanitary/cleaning supplies.
- Responsible for maintenance management of printers, copiers, scanners, and the coordination with PSC service vendors.
Email Management:
- Monitor the info@pscprotectsyou.com email.
- Refer incoming mail to the appropriate team members.
Mail and Administrative Support:
- Receive, log, stamp, and distribute outgoing mail and correspondence.
Meeting Support:
- Schedule and document official minutes for weekly staff meetings.
- Maintain office calendar of events for staff and management.
Data Management:
- Monitor incoming Security Points of Contact submissions through JotForm.
- Ensure all received submissions and information is encoded in PSC's main database(s) and software applications.
- Notify team members of updates and additions to points of contact.
Support to Chief of Staff:
- Support all team members and assist as assigned by the President, Executive Officer, Project Manager and/or Team Lead in various administrative tasks.