Administrative Assistant

Job Summary

Responsible for providing exceptional customer service to internal and external clients, act as first line communication for telephone and walk in clients.  Provide administrative support to the accounting and sales groups on a daily basis.

Reporting Relationship

Reports to Human Resource Manager

Essential Functions and Duties (including but not limited to)

  • Responsible for answering phone calls in a timely and friendly manor
  • Accurately directing customers to proper individuals to assist them
  • Responsible for ordering office supplies and maintaining inventory for common use items, including printer supplies
  • Responsible for directing after hour calls to answering service and locking the front door
  • Distribute all faxes to the appropriate parties
  • Receiving daily mail and distributing to associates’ boxes
  • Accurately keep a daily check log of all incoming checks and distribute to A/R
  • Help with departmental filing
  • Enter and receive purchase orders in accounting software
  • Enter invoices into accounting software
  • Sort and mail customer invoices
  • Assist in production of quarterly newsletter
  • Support sales team administrative needs
  • Keeping appointments and schedule information for executives
  • Operating postage machine
  • Operating copy machine
  • Other duties as assigned

Education

  • High School Diploma or Graduation Equivalency Diploma
  • Prefer some post secondary education and/or professional certifications

Skills and Experience

  • Two years related experience and/or training
  • Knowledge of Microsoft Office software
  • Ability to read, analyze, and interpret general business communication
  • Ability to write reports and business correspondence
  • Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public
  • Ability to calculate figures and amounts such as discounts and interest
  • Ability to apply concepts of basic algebra and geometry

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 required to effectively communicate with others.  The employee frequently is required to sit and reach with hands and arms.  The employee is occasionally required to stand; walk; use hands to operate computer keyboard and telephone; climb or balance; and stoop, kneel, or crouch.  The employee must regularly lift and/or move up to 10 pounds, occasionally lift and/or move up to 25 pounds, and seldom lift and/or move up to 50 pounds.  Specific vision abilities required by this job include close vision, distance vision, depth perception, and ability to adjust focus.

Work Environment

The work environment 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.) 

This position works in a typical office environment.  The noise level in the work environment is usually moderate with moderate volume of incoming phone calls.  Occasional outdoor travel is required

Post Employment Training Required

Annual OSHA safety requirements

WennSoft/GP modules as necessary

Sales software and database programs as necessary

This job description in no way implies that these are the only job duties to be performed by the incumbent. At all times, employees will be required to follow any instructions and to perform any other duties within this or a lower job level upon the request of the Supervisor. At all times, employees may also be required to perform higher levels of duties.

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