Administrative
Assistant
POSTED MONDAY AUGUST 30, 2010
Administrative Assistant
Position - Fast paced office, casual environment, heavy communication.
We are happy to train enthusiastic people. Must be able to
generate letters, email with proper sentence structure, spelling,
layout! Please make initial contact by telephone between 10-3
weekdays. After a verbal interview, you will be asked at that time
to supply an email about yourself. If you want to learn business
and life skills that will propel you forward in your career, then this
is the place for you. If you're looking for a job so you can get a
paycheck, please look elsewhere! Artistic layout abilities a big plus.
Ability to multi-task required. 20 hours to start, ability for
full time with successful performance.
Daily Routine (after
being trained)
As an AA your position is
ever varied and in a sentence, your job is: to support your supervisor
in every small detail that will make their business and personal life
easier or smoother. From maintaining a pleasant work environment
to representing the company at events/meetings and everything in
between.
You are required to carry
a cell phone that can receive SMS, for receiving plans for your next
shift.
Answering multiple
incoming phone lines for several companies in appropriate and friendly
manner. Learn to recognize repeat callers by voice.
Processing inbound calls.
Working within computer
system, monitoring many web pages, Taking appropriate action.
Updating/adding/deleting
to ecommerce and informational web pages.
Monitoring and responding
(via text) to LIVE CHAT requests from web pages.
In depth control over
scheduling of people and projects.
Update
secretarial/clerical desk manual
Manage "tickler" system
to keep projects on track.
Set up "exception
reporting" system to handle routines without supervision.
Routinely re-order
department supplies.
Update
mail/phone/email/cell phone directories.
As you are trained, more
of these items will fall in your responsibility area.
Projects
Handle administrative
detail, all projects.
Seek greater role in
projects within administrative and other areas of competence.
Seek training on projects
outside my range.
Starts simple projects
and follows through to completion.
Participate in the hiring
and training and supervise volunteers or interns.
At a more advanced
levels, Here are some typical tasks:
Study and review
procedures Recommend management action to improve standard operating
procedures.
Develop and test new
procedures.
Take part in any
administrative meetings.
Take initiative on
requests and inquiries of administrative nature, especially when
supervisor not immediately available.
Other duties will
include:
Helping with graphics design and printing.
Maintaining the content of multiple Web sites, consultant on changes or
updates needed to the site.
Coordinating mailings both postal and digital.
Preparing press kits, press releases and following up with media
contacts as directed.
Develop handouts for presentation and mailing.
Scheduling appointments and other engagements as necessary.
Preparing reports to for partners.
Coordinate the outreach activities of the company including: a)
Contacting community organizations. b) Scheduling outreach presentations
for staff and attendance at community events. c) Maintaining a master
calendar. d) Ensuring adequate materials are available for planned
activities. e) Ensuring all details of events are provided to the
appropriate staff including the requested amount of print and
promotional materials, supplies (e.g. tape, projector, banner, etc),
directions to the event.
SUMMARY: We are a long standing customer service, computer and
technology company that also does live morning radio broadcasts across
the mid-west, along with other business ventures including restaurants
and food marketing. The offices are located on our family farm 2 1/2
miles from Highway 75 or Highway 2. You will work HERE at our
offices. NOT a good fit for a smoker! This is a family atmosphere with a
dog and cat on the premises. Don't decide that you're allergic after
five months of training. You agree to random drug tests at any moment.
You will have a police and background check. Dress is casual but NO
shirts with pictures/writing/comments. We are happy to train an
enthusiastic person in all sorts of technology and computer and media
areas. Attitude is everything! People don't call a help desk because
everything is going fine for them, they call because they are having a
problem and are probably stressed. In those conditions they are not
always nice. You must be able to handle that without changing your focus
for the day. Callers may have bad language or be rude, it's goes with
the territory. On the other hand we try to have an upbeat and fun
working environment. Many folks who have left our employ have gone on to
significant jobs, we are happy to help you with that goal. Some of our
former employee/friends are now heads of 80 person departments, running
their own companies in several countries, or are making 2 and 3 times
the wage they were making here. We thrive on diversity and creativity.
Confidentiality agreements required and enforced. If you can stay
focused when multitasking then this is the job for you. There is a
possibility of full time employment in the future. Sorry we do not have
other benefits such as health care, or retirement. If you would like to
know a little more about us, visit
http://bluemarbletechnology.com
http://thehelpdeskguys.com
http://lnr.net
http://lnr.net/coolsite
Please don't send in an
application lifting phrases out of the job listing. 20 Hours Per Week
(more based on successful performance). Days can be flexible with
pre-arrangement. Perfect for us would be 10-3 M-F This is the
ultimate goal list of this position.
Priorities
Relieve management of
administrative detail, all projects.
Coordinate work
flow.
Update and chase delegated tasks to ensure progress to deadlines.
Take initiative in
manager's absence.
Keep projects on
schedule.
Maintain procedures
manual to ensure consistent performance of routines.
Communication Compose
correspondence.
Check deadlines on
incoming requests and put preliminary work in play.
Process replies on own
initiative or from supervisor dictation or notes.
Research, draft or
abstract reports.
Phone Handle all
inquiries within skill level.
Arrange "callbacks" to protect supervisor time.
Provide back-up materials for callbacks.
Route calls elsewhere as needed.
Do phone surveys/inquiries as needed.
Appointments/Meetings
Maintain calendar; ascertain which events require supervisor presence.
Prepare agenda in advance.
Arrange meeting facilities.
Act as recording secretary; prepare action minutes.
Confidentiality
Perform to earn supervisors full confidence.
Assure discreet handling of all business.
Visitors
Screen to control interruptions.
Provide back-up data as needed.
Arrange amenities as needed.
As arranged, "rescue" boss from laggards.
Schedule visits away from boss's area to protect priority/private tasks.
Travel
Arrange travel through internal or outside agents.
Prepare itinerary, trip file and supplies.
Prepare expense report tools for boss.
Complete expense reports after trip.
Data Management Ability
to make changes/updates to websites.
Update and manage
databases and other software.
Able to sign in any work
stations and perform regular software updates/maintenance.
FOLLOWING IS A VARIATION OF THE POSITION THAT WE
HAVE POSTED IN THE PAST. Please use it to give you a broader
idea of this position. Some statements may be inaccurate or out of date.
BASIC
FUNCTION:
Under the direction of the owner/president,
create & modify intra and internet web pages, work to design marketing
strategy for radio station network programs, follow-through on
marketing strategy, develop and maintain databases/spreadsheets of
current activities/plans, in off times-perform a wide variety of secretarial and clerical duties; relieve the
management of a variety of administrative details; maintain
confidentiality of privileged and sensitive information.
REPRESENTATIVE DUTIES:
- Instant action/reaction to web page
modifications both private to the company and public on the internet.
- Develop Ideas/Prepare Marketing Campaigns to
get our different radio program on additional stations.
Create/develop campaigns to sell advertising to business in towns
where programs are listened to.
- Have always at the ready, access database
and excel spreadsheets of current company activities and plans.
- ALSO....
- Perform secretarial and clerical duties for
the president and other staff who report to him, relieving them of a
variety of clerical and routine administrative duties.
- Maintain confidentiality of privileged and
sensitive information related to negotiations and other actions.
- Prepare and maintain a variety of records
and files including information of a confidential nature.
- Compose memos, letters or other materials of
a confidential nature independently or from rough draft; prepare
agenda items from oral or written instructions.
- Arrange and schedule a variety of meetings
and conferences; prepare agendas, take minutes of meetings; prepare
and distribute copies of minutes as appropriate.
- Serve as a liaison between the president and
staff, employees, interns, clients and customers.
- Make reservations and travel arrangements;
process a variety of travel and expense forms.
- Take notes for letters and prepare letters
and other material of a confidential or sensitive nature as needed.
-
- Create promotional letters and flyers using
computer programs graphics.
- Review and proof documents, records and
forms for accuracy, completeness and conformance to applicable rules
and regulations.
- Compose correspondence.
- Collect and compile statistical and
financial data and other confidential information for inclusion into
special and periodic reports, records,
and other information as necessary.
- Provide information and assistance in person
or on the telephone on a variety company matters; answer routine
requests for information in person or by enclosing materials or
sending form letters.
- Receive, open and distribute mail; identify
and refer matters to staff members in order of priority.
- Receive visitors, schedule appointments,
screen visitors and phone calls and refer to appropriate staff
members.
- Order and maintain office supplies; prepare
and process purchase requisitions according to approved procedures;
schedule maintenance and repair of equipment.
- Train, provide work direction and guidance
to others as assigned.
- Operate a variety of office machines and
equipment including typewriters, computers, fax and copy machines.
- Coordinate the duplication and distribution
of a variety of materials; establish and maintain files.
- Operate a computer to enter and retrieve
data, maintain records and generate reports; utilize word
processing, spreadsheet, data base and other software required by
position.
- Establish and maintain positive community
and public relations image.
- Perform other related duties as assigned.
-
- Perform light janitorial duties such as
replacing trash bags, vacuuming, cleaning desks, office
kitchen area.
-
- Perform general help duties so that
supervisors can focus on work. Duties might include picking up
dry-cleaning, lunch, office products from local stores,
KNOWLEDGE AND ABILITIES:
KNOWLEDGE OF:
- Laws, rules and regulations related to
assigned activities related to confidentiality of sensitive
information.
- Organization, policies and rules for
multiple company ventures.
- Modern office practices, procedures and
equipment.
- Record-keeping techniques.
- Correct English usage, grammar, spelling,
punctuation, speech and vocabulary.
- Oral and written communications skills.
- Operation of a computer and computer
programs to include word processing, spreadsheet, database,
internet and graphics applications.
ABILITY TO:
- Perform responsible secretarial and
clerical work with speed and accuracy.
- Learn and apply company directives and
rules.
-
- Operate a variety of office equipment such
as typewriter, calculator, computer and copier.
- Operate a computer including applicable
software programs.
- Make arithmetic calculations quickly and
accurately.
- Understand and follow oral and written
directions.
- Work cooperatively with others.
- Establish and maintain effective working
relationships with others.
- Meet schedules and time lines.
- Plan and organize work.
- Train and provide work direction to
others.
- Maintain records and prepare reports.
- Work confidentially with discretion.
- Communicate effectively both orally and in
writing.
EDUCATION AND EXPERIENCE:
Any combination equivalent to: graduation from
high school, including or supplemented by courses in secretarial
skills and responsible secretarial and clerical experience.
WORKING CONDITIONS:
ENVIRONMENT:
- Office environment, rural setting. Must be
comfortable on gravel roads.
- Constant interruptions.
-
- Company maintains 2 offices, 8 miles
apart. Might be scheduled at either office.
PHYSICAL DEMANDS:
- Dexterity of hands and fingers to operate
a computer keyboard.
- Sitting for extended periods of time.
- Bending at the waist, kneeling or reaching
to retrieve and file records.