Summary:
Reads and routes incoming mail. Locates and attaches appropriate file to correspondence to be answered by Director. Schedules appointments, gives information to callers, and otherwise relieves Director of clerical work and minor administrative and business detail by performing the following duties. Meets Company's established attendance policy and performs essential job functions during scheduled hours and extended work hours when demand requires.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.
Reviews and codes invoices to prepare for payment.
Maintains an inventory of supplies and places orders as needed.
Transcribes notes on computer when assigned.
Composes and types routine correspondence. Proofs presentations, correspondence, and other department output as assigned.
Files correspondence and other records. Acts as custodian of documents and records. Manages filing system and call-up file.
Answers telephone and gives information to callers or routes call to appropriate official and places outgoing calls.
Schedules appointments, manages supervisor's daily schedule, and makes low level decisions pertaining to the supervisor's schedule and work demands.
Greets visitors, ascertains nature of business, and conducts visitors to appropriate person.
Handles routine tasks on behalf of director such as confirmations, return of phone calls, and files requests on the behalf of the director / manager.
Arranges travel schedule and reservations.
Compiles and types statistical reports using spreadsheet or other software.
Updates and distributes manuals.
Records minutes of staff meetings when assigned. Routes minutes appropriately.
Makes copies of correspondence or other printed matter and distributes accordingly.
Prepares outgoing mail.
Assists others with telephone coverage as requested.
Performs other duties as assigned.
SUPERVISORY RESPONSIBILITIES. This job has no supervisory responsibilities.
QUALIFICATIONS. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION and/or EXPERIENCE. Associate's degree (A. A.) from two-year college; or one to two years related experience and/or training; or equivalent combination of education and experience.
COMPUTER SKILLS. Above average skills in Excel, Word, Power Point or other related software.
LANGUAGE SKILLS. Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.
MATHEMATICAL SKILLS. Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
REASONING ABILITY. Ability to apply common sense understanding to carry out instructions furnished in written, oral, diagram, or schedule form. Ability to deal with problems involving several concrete variables in standardized situations. Must possess good cognitive skills.
PHYSICAL DEMANDS. The physical demands described here are representative of those that must be met by an associate 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 associate is frequently required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The associate is occasionally required to stand and walk. The associate must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus.
WORK ENVIRONMENT. The work environment characteristics described here are representative of those an associate encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.
