FLSA Status: Nonexempt
Alternate Job Titles: Secretary
Administrative Assistants schedule appointments, gives information to callers, takes dictation, relieves company officials of clerical work and minor administration and business matters. Schedules appointments, types, files, and routes correspondence. Arranges travel and reservations by performing the following duties personally.
Essential Duties and Responsibilities
- Composes and types routine correspondence.
- Greets visitors, ascertains nature of business, and conducts visitors to appropriate person.
- Makes copies of correspondence or other printed matter.
- Prepares outgoing mail and routes incoming mail.
- Files correspondence and other records.
- Arranges travel schedule, reservations, and appointments.
- Exercise judgement in layout and arrangement of work according to company policy.
- Takes dictation in shorthand or by machine and transcribes notes on word processor, or transcribes from voice recordings.
- Answers telephone and gives information to callers or routes call to appropriate official and places outgoing calls.
- Maintains cleanliness of work area and equipment.
Supervisory Responsibilities
This job has no supervisory responsibilities. Carries out conduct and leadership responsibilities in accordance with company policies, procedures, safety, and applicable laws.
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 general education degree (GED); knowledge of office equipment operation; skilled with applicable computer software; or one to three months related experience and/or training; or equivalent combination of education and experience.
Language Skills
Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information to one-on-one and small group situations to customers, clients, and other employees of the organization.
Mathmatical Skills
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
Reasoning Ability
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 standard situations.
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; stand; walk; use hands to finger, handle or feel; reach with hands and arms; talk and hear. The employee is occasionally required to stoop, kneel, or crouch. The employee must regularly lift/or move up to 10 pounds and occasionally lift and/or move 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, and ability to adjust focus.
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.
While performing the duties of this job, the employee is occasionally exposed to moving machine parts, fumes, toxic chemicals, and heat. The noise level in the work environment is usually moderate. Some independent travel may be required.