Job Description
Job Description
Admin. Assistant Job Description
One of our most presigous utility clients is in search of an Administrative Assistant.
The Facilities department assisting our VP of Technical Operations. Candidate must be willing to commute to work onsite at our headquarters, located at 800 W. Montgomery Avenue. This is a temp to perm opportunity.
General Requirements:
HS Diploma minimum, preferably candidates with AS or BS degree
Invoice processing with Oracle or other financial system
Data entry experience required
Basic/Intermediate MS Office experience
Responsibilities Include:
Answer, screen and maintain log of incoming calls; researches and resolves minor complaints; refers more complex issues to appropriate personnel; follows-up to ensure incoming issues have been properly addressed and resolved.
Assist department management team as requested with:
-Preparation of various forms, papers, documents, correspondences, etc.
-Scheduling meetings, conferences, and business trips
-Coordinating vendor services; establishing positive and productive relationships with vendors and other contacts
-Maintaining accurate electronic and manual files of required and historical documentation of departmental activities
Maintain adequate office supplies such as pens, tape, copier/fax toner ink, etc. are readily available; keeps all supplies in secure area; orders as needed and requested.
Coordinate intra-departmental communication processes ensuring positive up and down communications throughout the department.
Data entry into TLM (Time Labor Management System). Scan confidential documents using office scanner.
Track, report and follow up timely on matters associated with correspondence sent to employees within the division.
Perform other special projects and assignments as directed.
Qualifications:
High School Diploma/GED and certification in Office Practices (Associates Degree preferred).
2 to 3 years general office practices preferably in a utility services environment.
Must have mathematical/problem solving skills with the ability to apply learned mathematical skills to business processes in order to process purchase orders, review budget information, etc.
Must have verbal and written communications skills ability to build long-term constructive and cooperative working relationships with co-workers, vendors, management and outside agencies.
Must have administrative and organizational skills with the ability to handle multiple projects and work independently.
Must have troubleshooting and follow-up skills with the ability to identify problematic situations and resolve.
Must have knowledge of general office procedures, systems and terminology such as word processing, managing files and records, faxing, copying, scheduling, e-mail, and etc.
Must have documentation and recordkeeping skills with the ability to compile, review and data enter a variety of information manually and electronically and in compliance with corporate policy.
Must have a customer-service oriented approach to taking on daily tasks and personal interactions.
Must be proficient in the use of Microsoft Office