Administrative Assistant

WEARS AUCTIONEERING

Solon, Iowa

Administrative Assistant

PURPOSE: This position provides support for the efficient daily operation of office responsibilities at Wears Auctioneering thus enabling Owner/President adequate time away from the office to secure and pursue potential business opportunities.

DUTIES & RESPONSIBILITIES:

1. Complete financial records (including expenses and costs) for all auctions using Excel Spreadsheets, Google Sheets or software as provided

2. Print invoices for auction buyers after close of each online auction.

3. Contact bidders with balances due and follow up to secure payment.

4. Create new profiles of sellers and buyers

5. Research, follow-up and resolve discrepancies with bidders.

6. Provide preliminary financial records to President for approval.

7. Maintain supplies and materials for office and auctions

8. Organize online auction pickups and organizing invoices for pickup, using software and procedures as provided.

9. Submit advertising to various media for publication as required by media deadlines. (Ad created by supervisor)

10. Submit advertising for social media (Facebook, Instagram)

11. Create shipping and mailing labels

12. Prepare items won in auctions for shipping

13. Prepare any mail

14. Utilize in-house database and other sources as needed to e-mail and mail auction fliers and information to attract potential buyers to auctions.

15. Input new customers into email list

16. Develop procedural documents and maintain on computer and in SOP binder for future use.

17. Attend “auctions” as needed to learn procedures and gain familiarity with all company functions.

18. Answer phones and forward calls to proper personnel or provide caller with pertinent information. Assure messages are delivered and calls returned

19. Perform light housekeeping duties to keeping work area clean, neat and organized.

20. Run occasional errands for supplies, shipping and mail pick-up and delivery

21. General IT knowledge ability to perform Networking configurations.

22. Update and maintain various auction software applications.

23. Upload digital records of live auction activity to computer files.

24. Attend weekly meetings and keep up to date Google Calendar

25. Any other misc. office duties, not limited to copying, printing, creating folders, etc.…

Other Responsibilities if needed to fill in:

1. Compose and send weekly e-mails to auction customers using Constant Contact

2. Create auction collages using Canva software

3. Crop/edit photos on auction software

4. Email/text auction bidders near ending of online auctions

5. Enter and maintain auction and auction company information on company website. Check and update information on company website as needed.

6. Photograph inventory and create listings for auctions. Upload to auction software.

7. Assist with auction set up

8. Assist with auction pick up

9. Accounts Payable, payroll reporting and quarterly accounting reporting

QUALIFICATIONS:

Must have High school education, an Associates Degree in Accounting or equivalent experience preferred. Must be detail oriented and possess excellent organizational skills. Should be comfortable using computer with variety of programs. Must have excellent communication and people skills.

EQUIPMENT USED:

Must be able to use adding machine, copier/printer/scanner, computer, phones and cameras (video and digital). Should be familiar with network applications.

PHYSICAL REQUIREMENTS:

Must be able to lift and carry 30#. Must be able to stand, walk or sit for prolonged periods.

MENTAL REQUIREMENTS:

Must have excellent numerical ability with high attention to detail. Must be able to organize and perform detailed math calculations with extreme accuracy. Must be able to concentrate for extended periods and maintain confidentiality of information.

The duties and responsibilities described above encompass the key functions of this position. However, other duties may be assigned under certain circumstances and are expected to be accomplished as directed.

Pay: $18.00 - $22.00 per hour

Work Location: In person

Salary : $18 - $22