Administrative Office Assistant

Administrative Office Assistant

JOB DESCRIPTION

SUMMARY

The Administrative Office Assistant is the glue that keeps our office together. We count on this individual to make sure our office is welcoming and orderly and that our team has everything it needs to be successful and comfortable at work. Additionally, the Administrative Office Assistant is responsible for performing a wide range of administrative duties in support of the Office of the General Counsel & Chief Compliance Officer, including gathering information and data, recording related information into databases, completing product registrations, permits and license applications, reviewing documents for quality control, generating appropriate reports, and sending information to appropriate internal and external customers.

ESSENTIAL FUNCTIONS

To perform this job successfully, an individual must be able to perform each essential function of the job.

• Responsible for Company’s Omaha office’s day-to-day operations, including controlling entry access, safety, managing visitor reception, answering phones, organizing meetings, handling incoming calls, mail distribution, maintaining office, kitchen, and other supplies, and planning/coordinating/organizing office events and activities.
• Perform a variety of clerical duties, including creating, proofreading, editing, comparing, finalizing, and filing various documents and correspondence, performing data entry to assist in maintaining databases, and providing other administrative support as needed.
• Assist with meetings, including room scheduling, arranging for catering, setting up conference rooms, ensuring conference rooms are clean and stocked.
• Inventory, order, stock, and maintain office, break room, and mail room supplies, as needed.
• Sort mail, manage office incoming and outgoing UPS, FedEx, and US mail, and scan to work from home staff.
• Assess employee problems and call for repairs reported to you on cooler, freezer, ice machines, breakroom or restroom sinks, plumbing, or soap dispensers, and parking garages, doors, lighting, or elevator issues for quick resolution.
• Assist HR, as needed, with new hires to the Omaha office.
• Collect product samples for testing and coordinate efforts to ensure samples are timely sent to third party testing facilities.
• Assist with completion of product registrations, permits, and license applications, as directed, including gathering and organizing necessary documents.
• Upload label submissions into OEMs licensing portals and maintain accurate licensing records.
• Communicate in writing and verbally with third parties to gather and/or provide technical information.
• Identify and contribute to continuous improvement efforts to reduce costs or increase productivity without reducing effectiveness.
• Follows and supports compliance with all applicable safety rules, laws, regulations, and standards.

Marginal Functions

The individual may be asked to perform other duties.

Required knowledge, skills, and abilities

An individual qualified for this job must be able to:

• Be professional, polite, attentive, and responsive with an upbeat attitude; outgoing, straightforward, and creative.
• Be able to efficiently juggle and prioritize multiple projects with superb accuracy.
• Always be prepared and organized, willing to meet each challenge directly and with a keen attention to detail.
• Be a wiz with computers (including Microsoft Office (Outlook, Word, Excel, and PowerPoint), and data base systems) and excel at both verbal and written communication.
• Possess both reliability and consistency; able to work independently and take initiative.
• Be accountable with a high degree of initiative with ability to balance fluctuating workload and tasks.
• Be flexible, adaptable, resilient and nimble with excellent time management skills.
• Be able to learn new things quickly and problem-solve well and have a strong sense of urgency.
• Have practically perfect organizational skills.
• Enjoy working in a busy environment and adept at achieving deadlines under pressure.
• Be committed to the highest standards of integrity, fairness, trustworthiness, and good judgment.
• Maintain highest levels of confidentiality and professionalism; demonstrate an ability to use discretion and make sound decisions.
• Be team-focused, enjoy working as part of an active group of highly engaged individuals, sharing information readily with co-workers, and listening to and respecting others.
• Independently take advantage of opportunities to improve or increase skills, abilities and job knowledge.
• Use equipment, resources and time in an efficient and effective manner.
• Be able to positively take direction and work well with others.

Experience, Education, and Certifications

• 3 years of solid administrative or records/document management experience in an office setting; or a combination of related work experience and college course work that demonstrates the knowledge, skills and abilities to perform the above duties.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Two-year degree preferred.

Physical Demands OF Essential Functions

The physical demands described here are representative of those that must be met by an individual to successfully perform the Essential Functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• This is a desk-based job and will require the individual to remain seated for long periods of time and have the manual dexterity to operate standard office equipment such as computer keyboard, mouse, calculator, phone, copier/scanner, and similar machines.
• To assist with incoming and outgoing mail, receiving activities, and other administrative functions, the individual must be able to lift at least 15 pounds, with or without assistance.

Special Work & Environmental Conditions

• The individual will work primarily in an indoor office type setting. Noise levels are average for an office and include conversation and/or office equipment noise.

ADA/ADAAA

The Company will make reasonable accommodations in compliance with the Americans with Disabilities Act and Amendments.