Administrative / Office Assistant

Ponca City Development Authority•Ponca City, OK

About The Position

This job is listed for Log10 - your contact for more information will be: [email protected] Please note this job can be offered at a part-time status. Job Purpose: A support position that assists in ensuring that the administrative needs of the office and business are fulfilled Duties and Responsibilities: The Administrative Assistant will report to the Office Manager and must work closely with all departments, managers, officers, and personnel on the Log10 team. Their job duties will include: ▪ Answer, screen, and transfer inbound phone calls or take messages in a professional and courteous manner ▪ Receive and direct visitors and clients ▪ Conduct general clerical duties including photocopying and mailing ▪ Maintain electronic and hard copy filing systems ▪ Retrieve documents from filing systems ▪ Handle requests for information and data ▪ Resolve administrative problems and client inquiries ▪ Prepare and modify documents, including work instructions, client instructions, correspondence, reports, drafts, memos, and emails ▪ Open, sort and distribute incoming correspondence ▪ Coordinate and maintain records for staff ▪ Incoming shipment receipt & notification ▪ In coordination with Office Manager & Inventory Control oversight of Log10 Shipping Program and completion of monitoring & verification activities ▪ AP/AR support for Office Manager ▪ Provide administrative assistance to the COO ▪ Administrative support to the laboratory to include: o Log-In of Laboratory Samples o Preparation of Laboratory Reports o Collection & Filing of Laboratory Documentation ▪ Operation of the business office in the absence of the Office Manager ▪ Administrative support for the COO ▪ Other Duties as Required Qualifications: Minimum Qualifications: Education ▪ High school diploma or GED ▪ A.A or bachelor’s degree in management, business, or IT preferred Specialized Knowledge ▪ Highly Proficient in QuickBooks Accounting Software (Required) ▪ Advanced Computer Skills ▪ Proficient in Microsoft Office Suite Skills ▪ Ability to Follow Written and Verbal Direction ▪ Excellent Written and Verbal Communication Skills ▪ Excellent time management skills and ability to multi-task and prioritize work Other Characteristics ▪ Attention to Detail ▪ Able to Work Independently ▪ Able to Make Sound Decisions ▪ Positive Attitude and Ability to Work as Part of a Team Professional Certification(s) ▪ QuickBooks Certification ▪ Administrative Professional or Administrative Assistant certifications, a plus Experience ▪ At least 3 years’ experience in an office environment in an administrative role

Requirements

High school diploma or GED
Highly Proficient in QuickBooks Accounting Software (Required)
Advanced Computer Skills
Proficient in Microsoft Office Suite Skills
Ability to Follow Written and Verbal Direction
Excellent Written and Verbal Communication Skills
Excellent time management skills and ability to multi-task and prioritize work
Attention to Detail
Able to Work Independently
Able to Make Sound Decisions
Positive Attitude and Ability to Work as Part of a Team
At least 3 years’ experience in an office environment in an administrative role

Nice To Haves

A.A or bachelor’s degree in management, business, or IT preferred
QuickBooks Certification
Administrative Professional or Administrative Assistant certifications, a plus

Responsibilities

Answer, screen, and transfer inbound phone calls or take messages in a professional and courteous manner
Receive and direct visitors and clients
Conduct general clerical duties including photocopying and mailing
Maintain electronic and hard copy filing systems
Retrieve documents from filing systems
Handle requests for information and data
Resolve administrative problems and client inquiries
Prepare and modify documents, including work instructions, client instructions, correspondence, reports, drafts, memos, and emails
Open, sort and distribute incoming correspondence
Coordinate and maintain records for staff
Incoming shipment receipt & notification
In coordination with Office Manager & Inventory Control oversight of Log10 Shipping Program and completion of monitoring & verification activities
AP/AR support for Office Manager
Provide administrative assistance to the COO
Administrative support to the laboratory to include: o Log-In of Laboratory Samples o Preparation of Laboratory Reports o Collection & Filing of Laboratory Documentation
Operation of the business office in the absence of the Office Manager
Administrative support for the COO
Other Duties as Required