Administrative Assistant

4 weeks ago


Ponca City, United States Ponca City Development Authority Full time
Job DescriptionJob Description

Job Purpose:
A support position that assists in ensuring that the administrative needs of the office and business are fulfilled

Duties and Responsibilities:

  • • The Administrative Assistant will report to the Office Manager and must work closely with all departments, managers, officers, and personnel on the Log10 team. Their job duties will include:
  • ▪ Answer, screen, and transfer inbound phone calls or take messages in a professional and courteous manner
  • ▪ Receive and direct visitors and clients
  • ▪ Conduct general clerical duties including photocopying and mailing
  • ▪ Maintain electronic and hard copy filing systems
  • ▪ Retrieve documents from filing systems
  • ▪ Handle requests for information and data
  • ▪ Resolve administrative problems and client inquiries
  • ▪ Prepare and modify documents, including work instructions, client instructions, correspondence, reports, drafts, memos, and emails
  • ▪ Open, sort and distribute incoming correspondence
  • ▪ Coordinate and maintain records for staff
  • ▪ Incoming shipment receipt & notification
  • ▪ In coordination with Office Manager & Inventory Control oversight of Log10 Shipping Program and completion of monitoring & verification activities
  • ▪ AP/AR support for Office Manager
  • ▪ Provide administrative assistance to the COO
  • ▪ Administrative support to the laboratory to include:
  • o Log-In of Laboratory Samples
  • o Preparation of Laboratory Reports
  • o Collection & Filing of Laboratory Documentation
  • ▪ Operation of the business office in the absence of the Office Manager
  • ▪ Administrative support for the COO
  • ▪ Other Duties as Required

Qualifications:
Minimum Qualifications:

  • • Education
  • ▪ High school diploma or GED
  • ▪ A.A or bachelor’s degree in management, business, or IT preferred

Specialized Knowledge

  • ▪ Highly Proficient in QuickBooks Accounting Software (Required)
  • ▪ Advanced Computer Skills
  • ▪ Knowledge in Paycom or Paychex payroll systems
  • ▪ Proficient in Microsoft Office Suite

Skills

  • ▪ Ability to Follow Written and Verbal Direction
  • ▪ Excellent Written and Verbal Communication Skills
  • ▪ Excellent time management skills and ability to multi-task and prioritize work

 Other Characteristics

  • ▪ Attention to Detail
  • ▪ Able to Work Independently
  • ▪ Able to Make Sound Decisions
  • ▪ Positive Attitude and Ability to Work as Part of a Team

Professional Certification(s)

  • ▪ QuickBooks Certification
  • ▪ Administrative Professional or Administrative Assistant certifications, a plus

• Experience

  • ▪ At least 3 years’ experience in an office environment in an administrative role

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