Administrative Assistant

Department: Office

Reports To: Project Manager

FLSA Status: Non-exempt

Summary Provides front-line service to help with the daily administrative responsibilities of the office by performing the following duties.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

a. Reads and routes incoming mail. Locates and attaches appropriate files to correspondence to be answered by manager.

b. Composes, types, and prints routine correspondence and other documents, prepares outgoing mail and correspondence, including e-mail and faxes.

c. Organizes and maintains file system and files correspondence and other records.

d. Answers and screens the manager’s telephone calls and arranges conference calls.

e. Coordinates schedules and makes appointments.

f. Greets scheduled visitors and conducts to appropriate area or person.

g. Arranges and coordinates travel schedules and reservations.

h. Conducts research, and compiles and types statistical reports.

i. Coordinates and arranges meetings, prepares agendas, reserves and prepares facilities, and records and transcribes minutes of meetings.

j. Makes copies of correspondence or other printed materials.

k. Sets up and maintains job files in notebooks and on computer.

l. Compiles documents for approval and forwards them to appropriate departments or recipients.

m. Onboards new customers (prequals, vendor forms, portal set up, credit apps).

n. Handles COI/W9 requests.

o. Prepares and sends out invoices.

p. Runs job reports for the branch as needed.

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: Bachelor's degree (B. A.) from four-year college or university; or one to two years’ related experience and/or training; or equivalent combination of education and experience.

Language Skills: Ability to read, analyze, and interprets general business documents. Ability to write reports and business correspondence. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

Mathematical Skills: Ability to add, subtract, multiply, and divide into all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percentage and to draw and interpret bar graphs.

Reasoning Ability: Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Computer Skills: Microsoft Office Suite.

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; use hands to finger, handle, or feel and talk or hear. The employee is frequently required to reach with hands and arms. The employee is occasionally required to stand and walk. The employee must regularly lift and /or move up to 10 pounds. Specific vision abilities required by this job include close vision and color vision.

Work Environment The work environment characteristics described here are representative of those an employee 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 quiet.