Administrative Assistant

2 weeks ago

Tulsa, United States Trinity Employment Specialists Full time $16 - $18
Job DescriptionJob Description

Job Title:Administrative Assistant | West Tulsa Area

Pay $17-18 Based on Experience

8 am – 5 pm Monday – Friday Temp to Perm


Job Overview:

The Administrative Assistant will provide administrative support to ensure efficient operation of the office. You will support managers and employees through a variety of tasks related to organization and communication. The ideal candidate is organized, detail-oriented, and possesses excellent communication skills. This is a casual, flexible, family-oriented office setting

Key Responsibilities:

  • Organize and schedule appointments and meetings.
  • Maintain office supplies inventory and place orders as necessary.
  • Perform basic bookkeeping tasks, such as tracking expenses and managing invoices.
  • Maintain filing systems, both electronic and physical.
  • Serve as the point of contact for internal and external clients.
  • Coordinate and schedule meetings and appointments.
  • Prepare meeting agendas, take minutes, and follow up on action items.
  • Provide general support to visitors and office manager.
  • Assist in organizing company events, meetings, and other functions.
  • Help market company by using social media platforms.

Qualifications:

  • Education:High school diploma or equivalent required
  • Experience/Skills:Office experience a must, experience with office management software (e.g., MS Office, Excel, Basic Data Entry and other programs), Intermediate social media platform experience, knowledge of Canva a plus.

Personal Attributes:

  • Ability to work independently and as part of a team.
  • Proactive attitude with a strong sense of responsibility.
  • Flexibility and adaptability in a dynamic and sometimes busy environment.

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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.
* 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.
* Establish work procedures or schedules and keep track of the daily work of clerical staff.
* 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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