Careers : Administrative Assistant
SUMMARY
Performs administrative and office support activities. Schedules
appointments, receives, directs and provides information to callers
and visitors, composes, and otherwise relieves officials of clerical
work and minor administrative and business detail by performing the
following duties.
ESSENTIAL DUTIES AND RESPONSIBILITIES Include the following. Other duties may be assigned.
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 Coordinates manager’s schedule, makes appointments, answers/screens manager’s telephone calls, and arranges conference calls.
Provides daily back-up phone support for administrative team in order to ensure full phone coverage.
Receives, prepares and routes incoming mail, e-mail and faxes. Locates and attaches appropriate files to correspondence to be answered by employer.
Coordinates and arranges meetings, prepares agendas, reserves and prepares facilities, and records and transcribes minutes of meetings.
Maintains departmental information files for phone numbers, PDOs and sick days. Sends Employee Worksheet to Human Resources and/or Payroll, as appropriate.
Purchases parts and equipment for department through company approved supplier.
Maintains petty cash account on a daily basis.
Enters P.O. requisitions into accounting system on a daily basis in order to track account transactions and maintains departmental database information and produces reports, as appropriate.
Prepares and audits expense reports on a daily basis.
Processes check requests on a weekly basis and sends to accounting department to be paid.
Distributes paychecks on a bi-weekly basis for department.
Assists new hires on a weekly basis in order to set up computers, desks, and telephone systems.
Organizes and maintains file system, and files correspondence and other records.
Other duties as required. This list is not meant to be a comprehensive inventory of all duties and responsibilities assigned to this position.
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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
High school diploma or GED, and 1 year of related experience and/or training.
SKILLS
Ability to read and interpret documents such as safety rules, operating and maintenance
instructions, and procedure manuals. Ability to write routine reports and correspondence.
Ability to speak effectively before groups of customers or employees of organization.
Requires intermediate computer expertise, including use of database, word processing,
spreadsheet, and presentation applications; general office knowledge involving filing,
data entry, operating multi-line phone system and customer service. Self directed.
Strong organizational, written and oral communication skills.
To apply contact careers@upscalearts.com
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