Administrative Assistant

DUTIES AND RESPONSIBILITIES:

The following reflects management’s definition of essential functions for this job but does not restrict the tasks that may be assigned. Management may assign or reassign duties and responsibilities to this job at any time due to reasonable accommodation or other reasons.

• Answers, screens, and directs calls on multi-line phone system in a courteous and professional manner; takes messages and/or forwards telephone calls to appropriate employee, voice mail, or pager.
• Meets and greets all visitors; determines their needs and directs them to the appropriate employee/locations.
• Responds to visitors, clients, and employees in a courteous and professional manner.
• Opens and routes incoming mail. 
• Prepares and forwards outgoing mail and packages.
• Composes and types routine correspondence as required.
• Performs general clerical duties including but not limited to filing, photocopying, faxing, and mailing as required.
• Organizes and maintains file system, files correspondence and other records.
• Orders and maintains supplies, arranges for equipment maintenance, and keeps reception area organized.
• Prepares and maintains meeting and conference room reservation.
• Demonstrates a high level of professionalism in dealing with confidential and sensitive issues.
• Invoices daily shipments and adds appropriate freight charges where applicable for FedEx and UPS shipments.
• Files and maintains all shipped pick tickets in numeric order.
• Performs other duties as assigned by supervisor.
• Assists sample department with various responsibilities as needed.
• Corresponds directly with sales reps regarding sample material requests and coordinates any necessary changes. 
• Orders material supplies for sample and resinous department(s) and maintains inventory as needed.
• Corresponds directly with sales reps regarding resinous sample material requests and coordinates any necessary changes

QUALIFICATIONS:

• High school diploma or general education degree (GED), or one to three months related experience and/or training, or equivalent combination of education and experience.
• Excellent verbal and written communication skills.
• Proficient on Internet, inventory software, spreadsheets, and word processing.
• Strong interpersonal skills. 
• Ability to understand and follow written and verbal instructions
• Ability to deal effectively with a diversity of individuals at all organizational levels.
• Commitment to excellence and high standards.
• Strong organizational skills; able to manage priorities and workflow.
• Versatility, flexibility, and a willingness to work within constantly changing priorities with enthusiasm.
• Ability to perform diversified clerical functions and basic accounting procedures.

COMPETENCIES: 

• Customer Service - Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.
• Interpersonal Skills - Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things. 
• Oral Communication - Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings. 
• Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments. 
• Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan. 

PHYSICAL REQUIREMENTS: While performing the duties of this job, the employee is frequently required to do the following: 

• Lift and move a minimum of 25 pounds without assistance.
• Sit for prolonged periods.
• Perform some repetitive motion activities.
• Coordinate multiple tasks simultaneously.

WORK ENVIRONMENT:

• Job is performed primarily indoors in an office environment with moderate noise.