Office Assistant

The Office Assistant assists the Office Manager and Human Resource Manager in their day to day tasks and play a key role in maintaining order, control, and efficiency in concern to office operations. Office Assistants also directly represent the facility in which they are stationed and interact with customers, fisherman, and employees on a very regular basis.

Essential Functions:

• Answer, screen and redirect phone calls
• Take and relay messages
• Provide information to callers
• Greet personnel entering the office
• Direct persons to correct destination
• Deal with queries from the public, fishermen, employees, and clients
• Ensure knowledge of staff movements in and out of the plant
• Prepare letters and documents for mailing
• Receive and sort mail and deliveries
• Schedule appointments
• Set up conference calls
• Maintain and replenish office supplies and equipment
• Tracking and sale of company apparel
• Monitor and check daily time punches of hourly employees
• Coordinate with department supervisors regarding department assignments to ensure that employee hours are recorded accordingly
• Prepare and ensure that time sheets are ready at the end of every pay period and that employees receive a copy to verify their hours
• Submit final timesheets to Payroll Manager
• Ensure that every new employee completes all required personnel forms
• Ensure protection and security of personnel files
• Ensure personnel files are up to date
• Submit copies of personnel file to the payroll manager for payroll purposes
• Create and design office forms
• Ensure filing systems are maintained and up to date
• Ensure confidentiality of company correspondence and records
• Updating employee information in ADP
• Assist with inventory count of office supplies to determine when re-ordering is necessary
• Assist Office Manager and HR Manager with employee orientations
• Prepare employee packets for arrival
• Maintain inventory of bunkhouse keys
• Update arrival/departure board
• Timely and regular attendance
• Other duties as assigned

Competencies:

Education/Experience:

High school diploma. Six to twelve months experience in an office environment; or equivalent combination of education and experience. Above average experience and proficiency with Microsoft Office specifically Excel and Word. Knowledge of basic bookkeeping principles.

Training/Skills

Ability to read and comprehend simple instructions, short correspondence, and memos in English. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization. Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to perform these operations using units of American money, weight measurement, volume, and distance. Knowledge of office administration and procedures. Ability to maintain a high level of accuracy in preparing and entering information. The Office Assistant must demonstrate excellent interpersonal, team building, and customer service skills. Computer skills including spreadsheet and word processing programs at a highly efficient level are necessary. The employee is privy to personal information and must maintain strict confidentiality in performing the duties assigned.