Administrative Assistant

The Administrative Assistant is responsible for a magnitude of items to assist the Director of Business Administration and the management department.  He/She records all data on QB, codes, files, and retrieves records as needed and ensures the department is organized. The main goal is to help as needed in any scope for the mgmt team.

• Medical- 4 plans (BCBS)


• Dental


• Vision


• Term Life


• Company-paid Term Life


• STD/LTD


• Accident indemnity rider


• PTO / Sick days (annually)


• 401(k) with an employer match


• Employee Assistant Program


• FMLA / Maternity/Paternity Leave


• Bereavement Leave

• File records away in alphabetical or numerical order.


• Code files for proper placement.


• Retrieve files as necessary.


• Ensure if files are loaned out that they come back.


• Clean and maintain file space.


• Purge old files.


• Create new entries as needed.


• Fax and photocopy.


• Deliver via interoffice methods.


• Ensure files are accessible and that room is well lit.


• Provide ladders for higher filing cabinets.


• Process and scan files to be entered into computer in digital database.


• Work with various types of electronic storage media.


• Use scanners to convert forms, receipts, and reports into electronic format.


• Ensure no materials in file are lost.


• Be able to explain filing system to others.


• Enter and pay bills in QB


• Post deposits in QB


• Reconcile credit card bills


• Post expenses to the AMEX spreadsheet


• Stock the store room with forms and supplies


• Organize both stock rooms as needed


• Type letters and emails as needed


• Run errands frequently as needed


• Book Travel reservations


• Create spreadsheets and notes as needed


• Laminate items as needed


• Answers phones and makes phone calls


• Ordering of supplies as needed


• Adhere to all company policies, procedures and safety standards 


• Perform other duties as assigned

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. 

• 
  Vision: Clarity of vision at 20 inches or less


• 
  Stand: Remaining on one’s feet in an upright position at a workstation without moving about 


• 
  Walking: Moving about on foot 


• 
  Lifting: Raising or lowering an object including files from one level to another (includes upward pulling) 10 – 35 lbs 


• 
  Carrying: Transporting objects, usually holding in the hands or arms.


• 
  Reaching: Extending hand(s) and arm(s) in any direction


• 
  Stooping: Bending body downward and forward by bending spine at the waist, requiring full use of the lower extremities and back muscles 


• 
  Fingering: Picking, pinching, or otherwise working primarily with fingers rather than with the whole hand or arm as in handling 


• 
  Talking: Expressing or exchanging ideas by means of the spoken word to impart oral information to clients or to the public and to convey detailed spoken instructions to other workers accurately, loudly, or quickly

Environmental Conditions: 

• Be able to work in a climate-controlled environment