Administrative Assistant/Documentation Assistant

4 weeks ago

Tulsa, United States Trinity Employment Specialists Full time
Job DescriptionJob Description

Administrative Assistant/Documentation Assistant

Temp to Hire

M-F 7:30 am - 4:30 pm (or any 8 hour combination)

$18-$20+ per hour


This clean, north Tulsa based manufacturer with a philosophy of "Lead then get out of your way and let your people do what they do best" is seeking an assistant due to unprecedented growth. If you like a wide variety of duties, you will love this position


Responsibilities:


-Create books/manuals

-Create submittals to clients

-File

-Take quotes and gather the data together that goes into a manual

-Assist purchasing in a limited role

-Send shipments

-Coordinate with shop personnel

-Answer phones


Required Skills:


-Microsoft Outlook

-Word

-Adobe Editor a plus

-Power Point is not required

-Excel (basic)

-Quickbook Enterprises is a plus

-Manufacturing or mechanical background is a plus


#LM



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* Perform routine administrative functions such as drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files, or providing information to callers.
* Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
* Greet visitors or callers and handle their inquiries or direct them to the appropriate persons according to their needs.
* Create, maintain, and enter information into databases.
* Use computers for various applications, such as database management or word processing.
* Operate office equipment, such as fax machines, copiers, or phone systems and arrange for repairs when equipment malfunctions.
* Set up and manage paper or electronic filing systems, recording information, updating paperwork, or maintaining documents, such as attendance records, correspondence, or other material.
* Operate electronic mail systems and coordinate the flow of information, internally or with other organizations.
* Schedule and confirm appointments for clients, customers, or supervisors.
* Maintain scheduling and event calendars.
* Compose, type, and distribute meeting notes, routine correspondence, or reports, such as presentations or expense, statistical, or monthly reports.
* Complete forms in accordance with company procedures.
* Locate and attach appropriate files to incoming correspondence requiring replies.
* Conduct searches to find needed information, using such sources as the Internet.
* Open, read, route, and distribute incoming mail or other materials and answer routine letters.
* Review work done by others to check for correct spelling and grammar, ensure that company format policies are followed, and recommend revisions.
* Make copies of correspondence or other printed material.
* Learn to operate new office technologies as they are developed and implemented.
* Train and assist staff with computer usage.
* Order and dispense supplies.
* Prepare conference or event materials, such as flyers or invitations.
* Perform payroll functions, such as maintaining timekeeping information and processing and submitting payroll.
* Establish work procedures or schedules and keep track of the daily work of clerical staff.
* Collect and deposit money into accounts, disburse funds from cash accounts to pay bills or invoices, keep records of collections and disbursements, and ensure accounts are balanced.
* Provide services to customers, such as order placement or account information.
* Prepare and mail checks.
* Arrange conference, meeting, or travel reservations for office personnel.
* Supervise other clerical staff and provide training and orientation to new staff.
* Manage projects or contribute to committee or team work.
* Coordinate conferences, meetings, or special events, such as luncheons or graduation ceremonies.
* Mail newsletters, promotional material, or other information.
* Take dictation in shorthand or by machine and transcribe information.
* Develop or maintain internal or external company Web sites.

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