Administrative Office Assistant

Summary

Summary :

The Administrative Office Assistant performs organizational and administrative functions for the corporate office with a focus on maintaining the organizational structure of document storage and filing systems, retrieval and archiving of corporate documents, processing, and filing documents.

This position will also provide administrative support for the office including back-up support to the Receptionist during absences and during break periods.

Support to other Departments to supplement information collection, filing, or in-office supply organization or inventory control needs.

Responsibilities

Duties and Responsibilities :

• Assess document control strategies and procedures to ensure continued efficiency and accuracy of document storage and retrieval.
• Prepare documents for storage in the off-site archival facility ensuring that proper identification labels and bar code labels are applied to the standard storage boxes and logging the boxes and contents on the Archival Log for easy retrieval.
• Coordinate with the off-site facility for pick-ups and deliveries and maintain records for billing reconciliation.
• Maintain and update various lists, records, and files using Excel, SharePoint or other databases assuring data is retrievable and properly archived.
• Ensure sensitive and confidential information is kept private and secure; adhere to department policies and procedures.
• In accordance with corporate policies, document processes as needed.
• Perform filing duties as required.
• Provide administrative support for various departments including the Executive Team as needed for ad hoc projects.
• Assist in processing invoices for payment to various vendors or entities.
• Assist corporate employees in proper use and / or hands on training of office equipment.
• Provide back-up support for the Receptionist during their normal daily breaks and absences.
• In coordination with the Expediter / Driver, ensure in-office supply and storage areas are well organized.
• No Supervisory Responsibilities
• Other duties as assigned.

Qualifications

Minimum Qualifications : (To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.)

• High School Diploma or equivalent
• Demonstrated ability to work in an Office 365 environment and use Microsoft products to complete assigned tasks, including : SharePoint, Word, Excel, Outlook, and Teams.

Intermediate SharePoint, Word and Excel proficiency preferred.

• Three (3) to Five (5) years of administrative support experience in a corporate environment
• Previous File Clerk experience is preferred)

Knowledge, Skills and Abilities :

• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective working relationships with a diverse range of staff using discretion and diplomacy.
• Able to plan, priorities and organize own work, and to use initiative in solving problems.
• Integrity, discretion, and respect for confidentiality and privacy.
• A dedication to preserving information and materials.
• Adept typing, word-processing, and data entry skills.
• Ability to read and understand a wide range of materials.
• Research and critical thinking skills

Physical Demands : (The physical demands described here are representative of those that must be met by an employee 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 employee is regularly required to sit and talk or hear. The employee may use repeated motions that include the arms, wrists, hands and / or fingers.

The employee is occasionally required to walk, stand, climb, balance, stoop, kneel, crouch, or crawl. The employee must occasionally lift and / or move up to 25 pounds.

Specific vision abilities required by this job include close vision.

Work Environment : (The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.)

• The employee will normally work in a temperature-controlled office environment, with frequent exposure to electronic office equipment.
• During visits to areas of operations, may be exposed to extreme cold or hot weather conditions. Is occasionally exposed to fumes or airborne particles, toxic or caustic chemicals, and loud noise.

Estimated Salary / Wage

USD Up to USD