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Administrative Assistant III
SUMMARY
Performs a variety of administrative functions. Schedules appointments, gives information to callers. Composes memos, transcribes notes, and researches and creates presentations. Generates reports, handles multiple projects, and prepares and monitors invoices and expense reports. May assist with compiling and developing the annual budget.
DUTIES AND RESPONSIBILITIES
Receives all incoming mail for dating, sorting and delivery to appropriate supervisory or office personnel.Answers, screens and directs telephone calls to the supervisor; takes clear and complete messages as required.
Reviews and ensures timely receipt of revenue reports, budgets, flash reports, expense accounts, accident reports, safety records, safety meeting reports, customer contact reports, employee time records, and other administrative documents as assigned by the supervisor.
Resolves minor administrative issues with Facility Managers as delegated by the supervisor.
Assists in training, overseeing and reminding designated Facility Managers and local Clerks in administrative reporting requirements.
Is proficient in operating administrative computer programs, including Microsoft Word, Excel, and Power Point programs.
Manages and distributes mail, company documents, policies, procedures, and announcements; makes copies of documents as required.
Maintains an up-to-date customer and office location contact list in a legible, organized format.
Maintains and keeps confidential all administrative and safety files to ensure the prompt access of information as requested by the authorized clients, supervisors or other authorized personnel.
Assures that office supplies are maintained at a sufficient operating level.
Assists with special projects or work assignments as required by the supervisor
- Overtime must be worked as required
- Attendance at monthly safety meetings in the location office may be required
- Other duties as assigned
EDUCATION
High school graduate or equivalent or equivalent combination of education and experience.
EXPERIENCE
Seven plus years of related experience and/or training
KNOWLEDGE, SKILLS & ABILITIES
- Ability to read, comprehend and interpret basic and moderately complex instructional materials relating to procedures, safety, and applicable government regulations.
- Ability to write applicable reports and correspondence clearly, using good business form and language.
- Ability to effectively present information in one-on-one or group situations to customers, clients, and other employees of the organization.
- Ability to respond fully to questions from managers, schedulers, clients and fellow employees, or to refer those individuals to the correct source of information.
- Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
- Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions.
- Ability to deal with problems involving a few concrete variables in standardized situations.
- Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule formats.
CERTIFICATES, LICENSES, REGISTRATIONS
- Valid driver’s license and a good driving record
