Administrative Assistant I

About the Role

Conducts intermediate level administrative support and technical assistance for various departments under general supervision.

Essential Job Duties/Responsibilities

• Performs daily office responsibilities (e.g., phones, faxes, copying, filing, mail, typing).
• Provides mail processing for the office (e.g., incoming, outgoing, overnight packages, certified mail).
• Greets visitors and liaises with vendors and consultants to coordinate services.
• Orders, distributes, and inventories various supplies and other items (e.g., food, badges).
• Performs various data entry assignments.
• Coordinates various processes and maintains related documents and records (may include audits).
• Prepares, monitors, and maintains various files, reports, records, systems, and documents, including invoices and spreadsheets.
• Provides administrative support as assigned and as needed.
• May provide receptionist duties.
• May schedule travel arrangements.
• May perform analysis and review of various assigned transactions.
• May maintain orderliness and cleanliness of conference rooms, boardroom, reception area, kitchens, or other assigned areas and related equipment.
• May act as department document control coordinator.
• Handles special assignments or tasks as determined by management.

Requirements & Tech Stack

• Microsoft products, especially Excel and Word.

Qualifications

• High School degree or equivalent.
• Ability to apply pre-established guidelines to intermediate level administrative and data entry assignments.
• Organized, effectively manages time, able to prioritize, and take initiative.
• Ability to perform both technical and administrative clerical assignments.
• Good problem-solving and listening skills.
• Ability to effectively communicate with others, both written and verbal.
• Basic reading and writing skills.
• Ability to perform basic mathematical calculations.
• Ability to work independently.
• Ability to cultivate and maintain professional business relationships.
• Ability to multi-task and maintain equanimity under pressure.
• Detail-oriented, punctual, dependable, and flexible.
• Works well with employees of all levels in the organization.
• Ability to lead safety meeting talks and complete legally required ePrism safety training modules as scheduled.

Preferred Skills

• Knowledge of commercial insurance, Acord Insurance form, procurement, and ISO certification is preferred depending on assignment and location.

Work Conditions

• Office based.
• Depending on assignment, may require work outside of normal working hours with minimum advance notice.
• Travel by car up to 6% of time to local post office on a daily basis.

Physical Requirements

• Requires standing, walking, sitting, twisting, stooping, crouching, kneeling, talking or hearing, making visual inspections, making precise hand and finger movements.
• Depending on assignment, may require lifting and/or carrying up to 10lbs, pushing and/or pulling 10lbs, climbing up to 2ft.
• Ability to operate and drive all assigned company vehicles at company standard insurance rates is essential.
• Valid state driver’s license and proof of insurance required.
• Ability to perceive color differences.
• Ability to wear personal protective equipment (beards not permitted).
• Strenuous physical activity.

Environmental, Health, & Safety Responsibilities

• Stops and/or reports any unsafe work or conditions.
• Follows safety & environmental policies and procedures.
• Supports safety & environmental goals and initiatives.
• Participates in safety & environmental meetings, training, emergency drills, and hazard recognition programs.
• Reports all accidents, injuries, and near misses, and participates in associated investigations.
• Participates in industrial hygiene, medical surveillance, and behavior-based safety programs.