Admin Asst Receptionist

Wyoming Machinery Company•Gillette, WY

About The Position

The Admin Asst Receptionist performs secretarial, administrative, clerical, bookkeeping, and reception duties in support of an assigned office and its departments. The role helps management with administrative details, organizes office activities and communications, maintains calendars and records, and serves as an initial contact for callers and visitors. It also supports transactions, budgets, payroll data entry, purchasing, inventory, customer follow-up, and department operations. The position uses office equipment and software, follows safe work practices, and provides backup support as needed.

Requirements

High school diploma or equivalent.
At least 1 year of 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 and numerical, alphabetical, and subject-matter filing.
Skill in operating modern office equipment and typing and entering data at a speed necessary for successful job performance.
Ability to learn the procedures and functions of the assigned position; plan and organize work to meet schedules and timelines; and understand and follow oral and written instructions.
Ability to communicate clearly and concisely, orally and in writing; establish and maintain positive working relationships; and maintain confidentiality.
Ability to use a PC, dealer AS400 computer system, related software, email, calculator, telephone, fax machine, copier, and printer.
Sit at a desk 5 to 7 hours per day, use a computer keyboard 5 to 7 hours per day, and stand 2 to 4 hours per day.
Move and arrange office tables and chairs and lift up to 25 pounds.
Work 8 hours per day, 5 days per week, and work overtime as needed.

Responsibilities

Perform secretarial and administrative work and relieve management staff of administrative details.
Compile and organize information and data related to assigned programs; organize and facilitate office activities and recommend procedural changes affecting support activities.
Maintain a calendar of department activities, meetings, and events; schedule meetings, arrange room setup, and prepare necessary materials.
Serve as the initial contact for calls and visitors; screen inquiries, provide information, refer technical questions to appropriate staff, respond to general complaints, and take messages.
Type, proofread, and process correspondence, agendas, reports, memoranda, and other documents; prepare basic written materials as instructed and distribute copies.
Receive, open, review, sort, date-stamp, and distribute office mail.
Perform bookkeeping duties, including accounts payable, accounts receivable, billing, collecting and balancing money, issuing receipts, and maintaining transaction records.
Make daily bank and credit card deposits and balance customer cash accounts.
Order, receive, inventory, store, and distribute supplies; contact vendors and suppliers and maintain related records.
Provide information and forms to staff and the public; apply and, as appropriate, interpret department policies, procedures, services, and operations.
Coordinate communication among office staff, the public, businesses, and others.
Assist with collecting and organizing budget information, monitor assigned budget line items, and provide status reports.
Verify employee time cards and enter payroll data as required.
Proofread service reports and review work orders before closing; contact customers for purchase orders or payment information.
Assist with department operations and special projects as requested.
Make travel arrangements for various departments.
Prepare and initiate purchase orders for the assigned department and ensure items are posted correctly.
Attend staff meetings and related activities; attend workshops, conferences, and classes as requested to increase knowledge.
Provide backup support for inventory control as needed.
Coordinate seasonal company activities.
Perform general clerical duties, including maintaining and filing records, verifying information, and recording information.
Operate office machines and equipment and use office software applications.
Adhere to safe work practices and procedures.
Perform related duties and responsibilities as assigned and provide backup support as needed.
Maintain inventory and organization within the facility’s retail space.