Admin Asst/Receptionist

Wyoming Machinery Company•Casper, WY

19h

About The Position

Essential duties may include, but are not limited to, the following: Perform a variety of secretarial and administrative work in support of the assigned office; relieve management staff of a variety of administrative details; compile and organize information and data from various sources on a variety of specialized topics related to programs in assigned area, organize and facilitate activities of the assigned office, recommend procedural changes affecting support activities, maintain a calendar of department activities, meetings, and various events, schedule meetings and arrange for room set up; arrange for necessary materials to be available at meetings. Serve as initial contact person; receive and screen calls and visitors; provide routine and non-routine information; refer more technical questions or issues to appropriate staff; respond to general complaints where judgment, knowledge, and interpretation are utilized; take messages as appropriate. Type, proofread, and word process a variety of routine and non-routine documents including general correspondence, agendas, reports, and memoranda; may compose letters, memoranda, or basic reports as instructed; arrange for or distribute copies of material, receive, open, review, sort, date stamp, and distribute office mail. Perform bookkeeping duties which may include accounts payable, accounts receivable, and billing; collect, receipt, count, and balance money; issue receipts; maintain record of transactions. Perform daily bank and credit card deposits, and balance customer cash account. Order, receive, inventory, store, and distribute supplies; contact vendors and suppliers as needed; maintain related records. Provide information and forms to staff and the public; apply and may interpret department policies, procedures, services, and operations. Coordinate the flow of communication through the assigned office in an efficient and effective manner with staff, the general public, businesses, and others. Assist in the collection and organization of budget information from staff; monitor assigned budget line item; provide status reports as required. Verify accuracy of employee time cards and enter payroll data as required. Proofread service reports and review work orders before closing Contacting customers for purchase orders and/or payment information Assist in a variety of department operations; perform special projects and assignments as requested. Make travel arrangements for various departments. Prepare and initiate purchase orders for assigned department; ensure items are posted correctly. Attend and participate in staff meetings and related activities; attend workshops, conferences, and classes to increase knowledge as requested. Provide backup support as needed to inventory control. Coordinate seasonal company activities. Perform a variety of general clerical duties including maintaining and filing records, verifying accuracy of information, and recording information. Operate modern office machines and equipment including PCs, telephone system, printers, copiers, calculators, and fax machines; routine and non-routine use of office software applications. Adhere to safe work practices and procedures. ADDITIONAL FUNCTIONS Perform related duties and responsibilities as assigned. Provide backup support as needed Maintain inventory and organization within the retail space of the facility.

Requirements

Minimum of a high school diploma or equivalent
Minimum of 1-year related experience
Valid driver’s license
Public Notary or ability to become a Public Notary
Knowledge of standard office procedures, methods, and equipment
Knowledge of English usage, spelling, vocabulary, grammar, proofreading, and punctuation
Knowledge of basic mathematical principles
Knowledge of numerical, alphabetical and subject matter filing
Skill to operate modern office equipment
Skill to type and enter data at a speed necessary for successful job performance
Ability to learn the procedures and functions of the assigned position
Ability to plan and organize work to meet schedules and timelines
Ability to understand and follow oral and written instructions
Ability to communicate clearly and concisely, both orally and in writing
Ability to establish, maintain, and foster positive and harmonious working relationships with others in the course of work.
Ability to maintain confidentiality

Responsibilities

Perform a variety of secretarial and administrative work in support of the assigned office
relieve management staff of a variety of administrative details
compile and organize information and data from various sources on a variety of specialized topics related to programs in assigned area
organize and facilitate activities of the assigned office
recommend procedural changes affecting support activities
maintain a calendar of department activities, meetings, and various events
schedule meetings and arrange for room set up
arrange for necessary materials to be available at meetings
Serve as initial contact person
receive and screen calls and visitors
provide routine and non-routine information
refer more technical questions or issues to appropriate staff
respond to general complaints where judgment, knowledge, and interpretation are utilized
take messages as appropriate
Type, proofread, and word process a variety of routine and non-routine documents including general correspondence, agendas, reports, and memoranda
may compose letters, memoranda, or basic reports as instructed
arrange for or distribute copies of material
receive, open, review, sort, date stamp, and distribute office mail
Perform bookkeeping duties which may include accounts payable, accounts receivable, and billing
collect, receipt, count, and balance money
issue receipts
maintain record of transactions
Perform daily bank and credit card deposits, and balance customer cash account
Order, receive, inventory, store, and distribute supplies
contact vendors and suppliers as needed
maintain related records
Provide information and forms to staff and the public
apply and may interpret department policies, procedures, services, and operations
Coordinate the flow of communication through the assigned office in an efficient and effective manner with staff, the general public, businesses, and others
Assist in the collection and organization of budget information from staff
monitor assigned budget line item
provide status reports as required
Verify accuracy of employee time cards and enter payroll data as required
Proofread service reports and review work orders before closing Contacting customers for purchase orders and/or payment information
Assist in a variety of department operations
perform special projects and assignments as requested
Make travel arrangements for various departments
Prepare and initiate purchase orders for assigned department
ensure items are posted correctly
Attend and participate in staff meetings and related activities
attend workshops, conferences, and classes to increase knowledge as requested
Provide backup support as needed to inventory control
Coordinate seasonal company activities
Perform a variety of general clerical duties including maintaining and filing records, verifying accuracy of information, and recording information
Operate modern office machines and equipment including PCs, telephone system, printers, copiers, calculators, and fax machines; routine and non-routine use of office software applications
Adhere to safe work practices and procedures
Perform related duties and responsibilities as assigned
Maintain inventory and organization within the retail space of the facility