Sr Administrative Assistant - Full-time

Performs administrative and office support activities.  Schedules appointments, receives, directs and provides information to callers and visitors, composes correspondence, and otherwise relieves officials of clerical work and minor administrative and business detail by performing the following duties.

EDUCATION and/or EXPERIENCE

Associate's degree (A. A.) or 5 years of experience; and one year of related experience serving a manager or director level employee; or equivalent combination of education and experience.

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.  Ability to write routine reports and correspondence.  Ability to speak effectively before groups of customers or employees of organization.

Requires high level computer expertise, including use of database, word processing, spreadsheet, and presentation applications, ability to train preferred; general office knowledge involving filing, data entry, operating multi-line phone system and customer service. Self directed.  Strong organizational, written and oral communication skills. 

MATHEMATICAL SKILLS

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.  Ability to perform basic computations and to draw and interpret bar graphs.

REASONING ABILITY

Solid ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

PHYSICAL DEMANDS  

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to talk or hear.  The employee frequently is required to stand; walk; sit; use hands and fingers; and reach with hands and arms.

WORK ENVIRONMENT 

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Standard office environment.

REPORTS TO

Manager/Director

• Coordinates manager’s schedule, makes appointments, answers/screens manager’s telephone calls, and arranges conference calls.
• Provides daily back-up phone support for administrative team in order to ensure full phone coverage.
• Receives, prepares and routes incoming mail, e-mail and faxes.  Locates and attaches appropriate files to correspondence to be answered by employer.
• Coordinates and arranges meetings, prepares agendas, reserves and prepares facilities, and records and transcribes minutes of meetings.
• Maintains departmental information files for phone numbers, PDOs and sick days.  Sends Employee Worksheet to Human Resources and/or Payroll, as appropriate.
• Purchases parts and equipment for department through company approved supplier.
• Maintains petty cash account on a daily basis.
• Enters P.O. requisitions into accounting system on a daily basis in order to track account transactions and maintains departmental database information and produces reports, as appropriate.
• Prepares and audits expense reports on a daily basis.
• Processes check requests on a weekly basis and sends to accounting department to be paid.
• Distributes paychecks on a bi-weekly basis for department.
• Assists new hires on a weekly basis in order to set up computers, desks, and telephone systems.
• Organizes and maintains file system, and files correspondence and other records.
• Other duties as required.  This list is not meant to be a comprehensive inventory of all duties and responsibilities assigned to this position.

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