Administrative Assistant

Position Responsibilities:

• Operate telephone to answer, screen, and forward calls, providing information, taking messages, and scheduling appointments.
• Perform administrative support tasks such as proofreading, transcribing handwritten information, and operating calculators or computers to work with invoices, balance sheets, and other documents.
• Greet people entering the establishment, determine nature and purpose of visit, and direct or escort them to specific destinations.
• Hear and resolve complaints from customers and the public.
• File and maintain records.
• Complete daily document management entries.
• Transmit information or documents to customers, using a computer, mail, or facsimile machine.
• Schedule appointments, maintain and update appointment calendar inspections.
• Analyze data to determine answers to questions from customers or members of the public.
• Provide information about establishments, such as the location of departments or offices, employees within the organization, or services provided.
• Keep a current record of staff member’s whereabouts and availability.
• Collect, sort, distribute and prepare mail, messages, and courier deliveries.
• Takes orders for office supplies from each company and order supplies weekly, compare prices, and put away and/or deliver.
• Process and prepare memos, correspondence, or other documents.
• Maintain lobby or reception area.
• Run various errands such as check pick up, post office/drop box, bank, and lunch pick up.
• Fix and maintain copier machines.
• Prepare boxes for FedEx and deliver items from FedEx when they arrive.
• Scan all company checks into Timberline.
• Maintain bathrooms accordingly.
• Reconcile permit statements.
• Additional duties as needed.

Qualifications:

• Required: High school diploma or GED.
• Preferred: Five years of experience in an administrative office role.

Physical Demands:

• Must be able to sit at a desk and/or computer for prolonged periods of time.
• Must be able to occasionally lift and/or move up to 25 lbs