What are the responsibilities and job description for the Office Assistant position at PF Holdings?
Position Summary: Performs a variety of administrative functions. Prepares invoices, reports, memos, letters, and other documents, using word processing, spreadsheet, database, or presentation software; read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution. Familiar with standard concepts, practices, and procedures within a particular field or department.
Essential Duties And Responsibilities
Essential Duties And Responsibilities
- Open, sort, and distribute incoming correspondence, including faxes and email.
- File and retrieve all documents, records, and reports.
- Greet visitors and determine whether they should be given access to specific individuals.
- Prepare responses to correspondence containing routine inquiries.
- Perform general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work.
- Prepare agendas and make arrangements for committee, vendor, interviews and other meetings.
- Collect and maintain Data Equipment Check list.
- Enter, audit, and ensure payroll is completed timely and efficiently.
- Make travel arrangements for employees and management.
- Performs other related duties as required.
- High School diploma or equivalent.
- Must have knowledge of secretarial, office administrative procedures, and knowledge of use and operation of standard office equipment, at a level generally acquired through 6 months of related experience.
- Must have knowledge of a variety of computer software applications in word processing, spreadsheets, database, and presentation software.
- Written and verbal communication skills a must.
- Knowledge of confidential information policies, procedures and regulations that governs employee and employer confidentiality.
- Must work independently and as a member of team.
- Essential identification skills, identifying and recognizing changes in circumstances, attentiveness to security violations or an emergency situation.
- Able to read, speak and write English.
- Ability to use sophisticated computer software programs to achieve job functions.
- Strong physical and mental health to maintain demanding workload.
- Able to work under stressful conditions at times.
- Communication – verbal and written communication, communication with personnel and vendors.
- Seeing - able to see the computer screen.
- Climbing - able to go up and down stairs.
- Position will require a minimum of 40 hours per week dependent on workload.
- Using relevant information and individual judgment to determine whether events or processes comply with laws, regulations, or standards.
- Strong work ethics of integrity and honesty strives for excellence in all activities employing accompanying communication.
- Develops specific goals and plans to prioritize, organize, and accomplish work.
- Performs day-to-day administrative tasks such as maintaining information files and processing paperwork.
- Develops constructive and cooperative working relationships and maintaining them over time.
- Dependable, reliable, and ability to multitask.