Administrative Assistant

The Administrative Assistant provides clerical and administrative support including responding to routine information requests, managing phones, taking messages, greeting visitors, preparing correspondence, scheduling meetings, copying, faxing, filing, etc.

This position requires attention to detail, mature judgment, interpersonal effectiveness and the ability to anticipate needs. In addition, a high degree of competence, skill and independent thinking are imperative for success.

This is a great opportunity for an enthusiastic, confident, self-motivated and accomplished individual with excellent communication skills and the ability to work well under pressure while maintaining a positive, problem-solving attitude.

• Welcomes on-site visitors, determines nature of business, and announces visitors to appropriate person.
• Answers incoming telephone calls, determines purpose of callers, and forwards calls to appropriate personnel or department.
• Takes and delivers messages or transfers calls to voice mail when appropriate persons are unavailable.
• Provides direct support to Senior Vice President and Director of Financial Operations
• Provides general support to all office staff.
• Performs clerical duties to ensure operations are maintained in an effective and accurate manner.
• Prepares correspondence, reports, memos, mailing lists and other documents.
• Organizes and maintains files.
• Answers general questions about organization and responds to other routine inquiries.
• Checks general voice mail box daily and relays messages to appropriate persons.
• Receives, opens, sorts, and routes incoming correspondence, including faxes, mail and packages.
• Maintains office equipment and assists users.
• Maintains office supply inventory and places approved orders.
• Assists with reconciliation of billing statements.
• Maintains A/P batch checklist and follows up on outstanding submissions.
• Files posted A/P invoices into alphabetized folders.
• Prepares digital or hardcopies of A/P checks prior to the A/P matching process.
• Matches AP checks with appropriate invoices.
• Prepares digital or hardcopies of payroll checks and direct deposits prior to shipment top appropriate locations.
• Prepares outgoing UPS and FedEx packages for pickup or drop off.
• Maintains reception area, common areas (kitchen, lobby) and storage/file areas in neat appearance at all times; cares for office plants.
• Maintains confidentiality of sensitive matters.
• Schedules appointments and meetings as assigned.
• Assists with ongoing projects.
• Performs data entry as assigned.
• Performs other duties as assigned.

Qualifications:
• High school diploma or general education degree (GED)
• Three or more years of clerical experience
• Knowledge of basic administrative and clerical procedures
• Knowledge of principles and processes for providing customer service
• Knowledge of office equipment (multi-line telephone system, copier, fax machine, scanner)
• Computer skills (Internet, E-mail, MS Word and Excel, Database software)
• Effective time management and organizational skills
• Excellent oral and written communication skills
• Excellent telephone and people skills
• Punctual attendance and professional appearance & conduct
• Attention to detail, mature judgment, interpersonal effectiveness, ability to anticipate needs
• Ability to work well under pressure while maintaining a positive, problem-solving attitude
• Ability to handle multiple projects and changing priorities
• Ability to meet deadlines

This position offers a competitive compensation package, including health benefits, paid time off and employer-matched 401(k) retirement plan.

Equal Opportunity Employer & drug-free Workplace