Administrative Assistant

1 month ago

Lockport, United States Bollinger Shipyards Full time
Job DescriptionJob Description

Basic Function:

An Administrative Assistant supervises and coordinates daily work duties and work schedules of the clerical support staff in addition to scheduling appointments, giving information to callers, performing business detail work, gathering data and displaying information into various reports using pivot tables, formulas, filters, etc. in addition to supporting and troubleshooting time entry functions & systems. Also, serves as the training coordinator for the facility.

Responsibilities:

  • Ability to plan and schedule work of subordinates.
  • Supports, troubleshoots and conducts time entry for the facility.
  • Gathers and formats data into useable formats for management using MS Excel tools such as pivot tables, formula, filters, etc.
  • Performs training coordinator functions for the facility.
  • Organizes and arranges meetings, prepares agendas, reserves and prepares facilities, and records and transcribes minutes of meetings.
  • Orders and maintains supplies, and arranges for equipment maintenance.
  • Creates and maintains database and spreadsheet files.
  • Answers and screens Manager’s telephone calls and arranges conference calls.
  • Coordinates Manager’s schedule and makes appointments.
  • Greets scheduled visitors and directs them to appropriate area or person.
  • Arranges complex and detailed travel plans and itineraries in addition to compiling documents for travel-related meetings
  • Organizes and maintains Project and Contract filing systems, and files correspondence and other records.
  • Composes and types routine correspondence to customers.
  • Takes and transcribes dictation, and composes and prepares confidential correspondence, reports, and other complex documents.

Requirements:

  • Must have a minimum of five (5) years performing administrative support function in addition to previous supervisory experience.
  • Must have good organizational skills, communication skills, including written and oral communication.
  • Must be proficient in computer software, i.e. MS Office (Microsoft Word, Excel, PowerPoint etc.), specifically MS Excel in utilizing formatting tools such as formulas, pivot tables, etc.
  • Familiar with time entry systems and processing.
  • Ability to maintain confidentiality.
  • Oracle experience is a plus.


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