Administrative Assistant

PRIDE Industries

34d•Onsite

About The Position

Under limited supervision, in addition to secretarial duties (filing, taking phone calls, scheduling appointments, making travel arrangements), this position provides administrative support to executive staff with office management responsibilities to include budgeting, personnel records and payroll. Employees in this job class may be required to work independently on projects requiring research and preparation of briefing charts and other presentation materials. This job requires knowledge of the organization and management supported; familiarity with programs and services provided; and the ability to organize and produce a high volume of skilled clerical work and deliver high quality customer service.

Requirements

One or more years of experience providing clerical support and customer service
Computer literacy including knowledge of word processing and spreadsheet software
Skills to enter or lookup and retrieve data from multiple, related systems and databases
Human relations skills to maintain effective relationships with others and work in a team environment
Oral and written communication skills to provide factual and procedural information, and to understand and follow instructions
Fundamental mathematical ability including addition, subtraction, multiplication, and division
Demonstrated ability to maintain and protect the confidentiality of detailed employee information
Flexibility to respond to changing work priorities and handle multiple requests at the same time
Demonstrated organizational, problem solving and common sense skills.
Ability to act responsively to customer inquiries and requests, and escalate appropriately.

Responsibilities

Performs a wide variety of clerical duties in support of department or site management and staff; for example, receiving visitors, answering telephones, entering data, processing paperwork, scheduling meetings, maintaining documents and files in accordance with established regulations.
Greets visitors and subcontractors, assists by answering questions or providing written information about the organization’s programs and services or directing to appropriate individual or department.
Answers multiple lines of telephone calls and either assists callers or forwards to appropriate individual or department.
Compiles and enters operational data into automated processing systems and verifies accuracy.
Obtains and records data and information from internal and external sources and follows-up with sources for clarification.
Produces routine, numerical and graphical reports and presentations for management information and human resources tracking.
Produces and processes vendor invoices and maintains vendor information.
Inputs timekeeping and employee data into the payroll system, verifies accuracy, follows-up with corrections, and maintains employee time sheets.
Assembles and collates information, packets and folders used in programs, services and communications.
Purchases and maintains levels of office and housekeeping supplies.
Provides faxing, copying, collating, and mail processing support.
Sets-up, maintains, and properly disposes of confidential files and records.
Performs other duties and special projects as assigned.