Chaska, Minnesota
Administrative Assistant Job Opening in Chaska, Minnesota - Summary
The Administrative Assistant position is responsible for various office tasks related to efficient operations. The position is a direct point-of-contact for outside customers, vendors and also internal employees.
Essential Duties and Responsibilities
Answers incoming phone calls on multi-line system, determines purpose of callers, and forwards calls to appropriate personnel or department.
Transfers calls to voice mail or alternate employee when appropriate personnel are unavailable.
Answers basic questions about the organization.
Welcomes on-site visitors, determines nature of business, and announces visitors to appropriate personnel.
Monitors visitor access and issues key-cards; when required.
Makes edits to Company marketing material, website, social media, letterhead, etc.
Files documents both physically and electronically.
Updates Company calendars (PTO and Conference Room).
Receives, sorts, and routes mail.
Receives incoming faxes and forwards to the proper department or personnel.
Inputs purchase orders (PO?s) and invoices into accounts receivable software.
Assists Sales with: bid proposals, lead fee forms and tradeshow event material and coordination.
Assists with on-boarding of new personnel.
Prepares travel arrangements for certain outside individuals and occasionally internal employees (flight, transportation and hotel).
Orders/purchases and receives office supplies and Company marketing material.
Audits various invoices for accuracy: credit card statements, uniform statements, cell phone statements, etc.
Assists multiple departments with various project needs: human resources, sales, project management, service and accounting.
Plans and organizes Company events and outings.
Assists in policy development and enforcement (safety, PTO, employee handbook, etc.).
Miscellaneous Duties and Responsibilities
Other tasks, duties and projects as assigned.
Competencies
To perform the job successfully, an individual should demonstrate the following competencies:
Continuous Learning - Seeks feedback to improve performance; pursues training and development opportunities; strives to continuously build knowledge and skills.
Job Knowledge - Competent in required job skills and knowledge; exhibits ability to learn and apply new skills; uses resources effectively.
Use of Technology - Demonstrates required skills; adapts to new technologies; uses technology to increase productivity; keeps technical skills up to date.
Design - Demonstrates attention to detail.
Problem Solving - Identifies and resolves problems in a timely manner; develops alternative solutions.
Customer Service - Responds promptly to customer needs.
Communications - Expresses ideas and thoughts verbally; expresses ideas and thoughts in written form; exhibits good listening and comprehension; keeps others adequately informed; selects and uses appropriate communication methods.
Cooperation - Exhibits tact and consideration; offers assistance and support to co-workers; works cooperatively in group situations; works actively to resolve conflicts.
Oral Communication - Listens and gets clarification; responds well to questions.
Teamwork - Balances team and individual responsibilities; exhibits objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit.
Written Communication - Writes clearly and informatively; edits work for spelling and grammar; varies writing style to meet needs; able to read and interpret written information.
Organizational Support - Follows policies and procedures; completes administrative tasks correctly and on time; supports organization's goals and values; supports affirmative action and respects diversity.
Adaptability - Adapts to changes in the work environment; manages competing demands; able to deal with frequent change, delays, or unexpected events.
Personal Appearance - Dresses appropriately for position; keeps self well groomed.
- Is consistently at work and on time; ensures work responsibilities are covered when absent.
Dependability - Follows instructions, responds to management direction; commits to long hours of work when necessary to reach goals; completes tasks on time or notifies appropriate person with an alternate plan.
Initiative - Volunteers readily; seeks increased responsibilities; asks for and offers help when needed.
Innovation - Meets challenges with resourcefulness; generates suggestions for improving work.
Planning/Organizing - Prioritizes and plans work activities; uses time efficiently; sets goals and objectives.
Safety and Security - Observes safety and security procedures; reports potentially unsafe conditions; uses equipment and materials properly.
Qualifications
Associate?s Degree; relative to the position and three years of related experience and/or training.
Must reside within a 25-mile radius of our Chaska, MN location.
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
Ability to write routine correspondence.
Ability to add, subtract, multiply, and divide; uses common fractions and decimals.
Ability to compute percentages and to interpret bar graphs.
Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions.
Knowledge of Accounting software (QuickBooks preferred); Internet, email software; Inventory software (inFlow preferred); Spreadsheet software (Excel) and Word Processing software (Word, Adobe).
Experience using Adobe Illustrator and Photoshop are preferred.
Physical Demands
Regularly required to sit; reach with hands and arms and talk or hear.
Constantly uses dexterity.
Occasionally required to stand; walk and stoop, kneel or crouch.
The employee must occasionally lift and/or move up to 25 pounds.
Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.
Work Environment
The noise level in the work environment is usually quiet.
Job Type: Full-time
Required education:
Associate
Required experience:
Administrative Assistant: 3 years
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