Administrative Associate

At Haskell, you’re not just joining a company - you’re joining a nationally recognized Top Workplace where diverse perspectives and inclusive thinking drive stronger outcomes. Whether you’re starting out, growing your expertise, or leading the way, you’ll find a culture grounded in trust, driven by excellence, and built to support your goals. Here, you’ll have the opportunity, flexibility, and sense of belonging to grow your career your way - while making a real impact. Scope of Position The purpose of this role is to provide a wide variety of advanced clerical, secretarial and receptionist support (including backup coverage for switchboard) for the section, and its team members and the company as a whole. Job Responsibilities Administrative Support Courteously greet visitors and clients, offer refreshments, determine their needs, notify appropriate host of arrival and direct them to the appropriate person or office. Provides administrative support upon request, including maintaining calendars updating/distributing correspondence, photocopies, faxes, filing and telephone coverage. Maintains responsibility for general administrative support functions to the section to ensure efficient utilization of time. Building Maintenance Maintains an environment to promote efficiency and visual appeal. Maintains lobby area, information and displays. Monitors interior plant maintenance and pest control and process invoices for payment. Clerical Performs data entry within appropriate timeframes. Inputs all Administrative Services invoices into Enterprise One system for chargebacks, maintain files of invoices and research discrepancies as needed. Provides backup to mailroom personnel as needed on a daily basis. Copiers/Facsimiles: Maintains copier/facsimile supplies including toner, developer, inks, cartridges, and parts as needed. Maintains current list of vendors and repair services and contact for service as needed. Replaces toners, inks, diffuser oils, and cartridges as needed. Supply room responsibilities: Responsible for ordering, restocking and maintaining accurate inventory of standard corporate supplies. Verifies and codes invoices for all supplies, forward to supervisor for approval. Issue charge tickets for any non-standard supplies with approval from supervisor. Issues charge tickets for job-site supplies/setup. Liaison between company and supply vendors. Reorders mailroom supplies (shipping materials, postage, etc.) as required. Employee Activities Assists primary coordinator with the following events: Annual Meeting; Holiday Party; other Book Fair; Service Award Program. Manages Corporate Ticket Sales, including contacts with vendors, sales of tickets to employees and processes funds. Conference Services Coordinate client visits with: Host; Food Service; Transportation; Conference Rooms; VIP Badges; Visitor information; Setup and cleanup for corporate daytime meetings/conferences. Maintains accurate inventory for soft drinks, coffee, water, paper and plastic products. Codes and verifies incoming invoices for payment. Issue timely invoices for services and supplies as needed. Maintains current calendar for upcoming meetings/conferences. Coordinates after-hours or external usage of Plaza Café as needed. Liaison between the Company and user of Plaza Café and facilities (collecting rentals, assuring guidelines are followed, etc.). Education/Experience High school degree or equivalent with 0-1 year of office, secretarial, or clerical experience. Specific Knowledge, Skills, License, Certifications Etc. Proficiency in Microsoft office. Ability to hear and see (either naturally or with correction). Good organizational skills. Ability to work overtime as required and approved. Ability to sit for long periods of time. Effective written and verbal communication skills as well as the ability to carry out detailed written or verbal instructions independently. Ability to perform a variety of basic clerical duties, which may change often and be share with others. Be detail oriented and recognize errors in numbers and spelling in written materials. Ability to keep confidential information. Ability to perform advanced mathematical calculations. Ability to accomplish the described duties through the use of appropriate computer and general office equipment. Environmental Factors and/or Physical Requirements While performing the duties of this job, this position is required to have ordinary ambulatory skills sufficient to visit other locations; and the ability to stand, walk, stoop, kneel, crouch, and manipulate (lift, carry, move) light to medium weights of 10-50 pounds. Requires good hand-eye coordination, arm, hand and finger dexterity, including ability to grasp, and visual acuity to use a keyboard, operate equipment and read application/form information. The associate frequently is required to sit, reach with hands and arms, talk and hear. Haskell will make reasonable accommodations in compliance with the Americans with Disabilities Act of 1990 and the Americans with Disabilities Act Amendments Act of 2008. The job description will be reviewed periodically as duties and responsibilities change with business necessity. Essential and marginal job functions are subject to modification. Haskell is an Equal Opportunity Employer (Females/Minorities/Protected Veterans/Individuals with Disabilities) and Drug-Free Workplace.