Administrative Assistant/ Office Clerk

Summary:

Aid executive by coordinating office services such as personnel, proposal preparation, invoice generation, records control, and special management studies. Some travel may be required. 

Essential Knowledge and Skill Requirements:

• Prepare a variety of documents, many highly confidential documents. Maintain/set-up sophisticated filing systems, supervisor’s personal files, etc.
• Monitor supervisor’s calendar for billing purposes.
• Take/transcribe meeting minutes and other dictation.
• May compile and prepare various reports for supervisor’s use (requires analysis and comparison of data).
• Insure continuance of office routine in supervisor’s absence. Write reports, letters, memos, etc., for supervisor’s signature.
• Coordinate and process general administrative work.
• Perform additional assignments per supervisor’s direction.
• Bilingual Preferred (But Not Required) 

Supervisory Responsibilities:

None

Basic Functional Job Requirements:

• Working knowledge of business procedures, letter/report formats, general bookkeeping or arithmetic and ability to type 65-70 wpm accurately and take dictation.
• The ability to use one's abdominal and lower back muscles to support part of the body repeatedly or continuously over time without "giving out" or fatiguing
• The ability to make precisely coordinated movements of the fingers of one or both hands to grasp, manipulate, or assemble very small objects
• Occasionally lift/carry objects weighing up to 20 pounds unassisted

Physical Work Environment

Employee typically works in an office environment and is not exposed to extreme environments.

Education and Experience:

High school diploma or equivalent educational attainments, plus 1-2 years business/secretarial school or equivalent combinations of training and experience with minimum 3 years secretarial and administrative experience including business writing and research responsibilities. 

Safety Considerations: 

Employee typically works in an office environment and is not exposed to extreme environments.  Employee must be able to frequently lift objects weighing up to 20 pounds.  Employee must practice good ergonomic principles to prevent illnesses such as carpal tunnel and back injury from minor task performance.

• Must complete Environmental Health and Safety training that is required by: Phillips Inc, the client, state and federal regulatory agency.

Must meet all pre-placement safety requirements for this position.

Candidates that accept an offer of employment are required to undergo and successfully complete a pre-employment physical examination. This exam is essential to ensure that all potential employees meet the necessary health and fitness standards for the role. The examination includes a series of tests and evaluations conducted by a certified medical professional to assess overall physical health, identify any potential medical conditions that could interfere with job performance, and verify that the candidate is capable of safely performing the essential duties of the position.

Completion and clearance of this physical are mandatory steps in the hiring process.