Office Assistant

Summary/Objective

Ensure that visitors and customers are greeted in a friendly and helpful manner, by telephone and in person.  Assist customers with questions and transfer calls to appropriate employees.  Provide for typing/preparation/maintenance of general office correspondence and other reports, documentation, etc.  

Essential Functions

1. Answer incoming telephone calls in a friendly and helpful manner, usually by the second ring. Determine caller’s needs.  Answer questions and take customer orders for sample kits, water bottles, product orders etc. according to established procedures or as authorized to do so.  Place other callers on hold and transfer them to appropriate individual according to established procedure.

1. Greet walk-in customers and visitors in a friendly and helpful manner. Determine customer needs, answer questions and/or provide information as authorized or direct them to the appropriate individual.

1. Proofread and or prepare letters and other office correspondence and documentation according to established formats, as requested, or according to procedure. Create/revise/maintain forms and manuals for office and laboratory as needed.   

1. Send, receive, and forward faxes to appropriate employees.

1. Stuff envelopes for bulk mailings (reports, notices, advertising mailers, etc.)

1. Prepare and send out various laboratory test kits (e.g. water bottles, products that need to be sent out etc.) as requested by customers. Maintain adequate supplies of needed materials - contact appropriate individuals to inform of need for more supplies.

1. Data entry of samples or sample results.

1. Matching/Proofreading reports.

1. Open/close front office in the morning and at night. Check and lock doors upon closing.

1. Perform a variety of other support functions such as making copies, filing reports, running errands, preparing materials for salespeople, route drivers, making labels, etc.
   
   
2. Support and comply with the methods and standards based on DNR and EPA regulations as well as ISO 17025 quality management system.
   
   
3. Close out credit card batch daily.
   
   
4. Reconcile cash till to receipts and give to office manager.
   
   

Additional Duties and Responsibilities:

1. Act as a back-up for UPS mailing.

1. Act as a back-up for adding additional route pickups.

1. Act as a back-up for filing sample results on the DNR website.

1. Other duties, as may be necessary to fulfill the responsibilities of this position.

Competencies

1. Business Acumen.
2. Problem Solving/Analysis.
3. Communication Proficiency.
   
   

Supervisory Responsibility:

This position has no supervisory responsibilities.

Work Relationships and Scope:

Reports directly to Lab Manager.  Works closely with other office employees to coordinate work.  Regular daily contact with customers and all other callers - on the phone and in person. 

Measures of Performance:

Quality, quantity, accuracy, thoroughness, and reliability of work performed.  Organization and retrievability of word processing computer files.  Caller satisfaction with interactions on the phone and in person.  Effectiveness of communications and development of good working relationships with co-workers and lab manager.  Positive approach to work.  Ability to maintain the integrity of confidential business information.

Knowledge, Skills and Abilities Required:

Requires at least a high school diploma with an emphasis in office skills.  Prefer at least one year of previous office experience.  Must be proficient in computerized word processing, database, and spreadsheet applications.   Must possess strong skills in spelling, punctuation and grammar.  Strong telephone communication skills required: must have clear diction and be easily understood over the phone.  Must be very punctual and reliable in reporting to work regularly and on time.  Must posses ability to deal effectively with a wide variety of people (in both pleasant and unpleasant circumstances) and deadline pressures.  Must have ability to operate multi-line telephone system, fax machine, office copier, calculator, folding machine, typewriter, laminator, and a variety of other office equipment.  Must be well organized and attentive to details, able to meet deadlines that may change frequently and deal effectively with stress.  May lift up to 35 pounds of office supplies and equipment, some bending, turning and twisting to file and retrieve documents.

Working Conditions:

Work is performed largely in a pleasant office environment.  Deadline stress is an integral part of the job, as is constant emotional demand from telephone calls and customers.  Position requires reliable attendance and regularly being on time to work.  The majority of the work is performed sitting at a desk, using a computer and a telephone.