Administrative Assistant (Temporary)

Description

Starting rate: $20 per hour     

Temporary assignment: Lasting approximately 3-6 months, depending on business needs. 

POSITION SUMMARY:                

This position involves the responsibility of performing administrative functions that support the department as well as providing assistance to the manager directly with general office functions that are routine in nature and are carried out in accordance with general work instructions and established office practices, procedures and precedents. 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.

GEOGRAPHIC REGION:

Applications out of the geographic region for this position will not be considered. 

QUALIFICATIONS:

• Two (2) years of experience working as an Administrative Assistant.
• Intermediate skills in programs such as MS Word, Excel and Outlook. 
• Thorough knowledge of offices practices, procedures and proper usage of office equipment.
• High School diploma or equivalent. 
• Effective English communication skills (verbal and written) in a business environment. 
• Skill in composition and preparation of correspondence, reports, minutes and other written materials
• Ability to handle multiple phone lines with excellent phone etiquette.
• Ability to deal effectively with the customers, executives and the general public. Well-developed interpersonal skills. 
• Ability to perform and prioritize a variety of assignments with minimal supervision. Ability to follow procedures and instructions.
• Strong time management and organizational skills.  Must be able to prioritize, multi-task and be detail- oriented.
• Ability to work extended hours, holidays and/or weekends, as needed. 

Preferred

• Bilingual (English/Spanish) preferred. 

DUTIES AND RESPONSIBILITIES:

Primary

• Answers all incoming telephone calls for the department manager and directs them as necessary. 
• Enters Bill of ladings into our computer system accurately.
• Meets required deadlines for manifest.
• Preparing miscellaneous invoices
• Enters bill of ladings and prepare to document for customs. 
• Works extended hours in order to ensure all information pertaining to a specific vessel is entered so that it would not affect the sailing. 

• Submits payment remittance report
• Prepare and submit purchase requests for supplies needed by the department.  Follows up to assure that supplies ordered are received in a timely manner.
• Types letters and memoranda with supervisor’s guidance.  Proofreads documents for grammar edits, obtains necessary signatures and routes appropriately.
• Maintains and updates address book and/or reference logs for all departmental contacts.
• Prepare courier packages

Secondary 

• Receives check’s, makes copy’s and send’s to lock box.  
• Perform additional duties as assigned.

PHYSICAL REQUIREMENTS:

• While performing the duties of this job, the employee is regularly required to sit and use his/her fingers.   
• The employee frequently is required to talk and/or hear.   
• The employee is continuously required to sit. 
• The employee is occasionally required to stand and walk.   
• The employee must occasionally lift and/or move up to 10 pounds.   
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. 

SAFETY REQUIREMENTS:

• Report safety hazards
• Immediately report incidents involving injury, illness, or property damage
• Wear protective PPE (Personal Protective Equipment) as instructed or necessary
• Comply with all company safety policies, procedures, and rules
• Refuse any unsafe task or operation
• Participate in safety meetings and training
• Be constantly aware of their personal safety and that of their coworkers

SUPERVISION RECEIVED AND EXERCISED:

Reports directly to the Regional Director and Customer Service Manager; may provide assistance to other employees within the department in the performance of clerical duties.  Does not exercise supervision over any position.

CONDITIONS:

• Indoors office, controlled temperature environment.
• The noise level in the work environment is usually busy due to open areas and telephones.  

DISCLAIMER:

• We are an Equal Opportunity Employer. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other protected characteristic as outlined by federal, state, or local laws.
• If an applicant with a disability is unable or limited in their ability to use or access our online application center as a result of their disability, they can request reasonable accommodations by sending an email to [email protected]
• The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.
• The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.