Apex Systems | Office Administrator | austin, tx
7 days ago
Administrative Assistant
Location: Downtown Austin, TX , On-site 5 days a week
This position is in the office 5 days a week. Not remote work.
Long-Term Contract
Responsible for performing administrative support duties within the assigned area.
Responsibilities are specific to the organizational unit (i.e. region, district, department, plant, etc.)
Essential Job Functions & Tasks:
Major responsibilities: under immediate supervision, perform basic administrative duties, following well-defined, standard procedures; prepare documents, reports, and spreadsheets, etc. as needed to support the business unit. Maintain files and calendars as needed.
Utilize Microsoft Outlook, Excel, Word, and Powerpoint as well as other department software/systems as needed.
Communication and interpersonal skills: listens to and understands written and verbal instruction, communicates effectively with co-workers and other employees and customers. Work effectively and productively with others; actively helps others with assignments as necessary to maintain department productivity.
Customer focus: answer customer questions; refer questions to others as needed; actively learns the function of the department to assist customers more effectively; exhibits concern and sensitivity to others.
Problem solving and initiative: applies basic education and training in job responsibilities and assignments; asks questions when unsure of how to handle an assignment and demonstrates ability and initiative to handle assignments beyond the routine.
Basic Qualifications:
Education requirements are listed below:
High school diploma or GED. Work Experience requirement listed below:
One year of administrative work experience.
Demonstrated computer proficiency including the use of Microsoft Office Products.
Must possess the ability to organize data and processes and communicate effectively, both orally and in writing. Displays good analytical and problem solving skills.
The environment is fast paced and often changes priorities with little forewarning. Its all about communication in a team work setting.
The work schedule is generally Monday through Friday 8:00 am to 5:00 pm. There is occasional overtime and weekend work.
Recipients are usually judges, attorneys and other parties often with differing or adverse dispositions. It is imperative that the materials be accurate - hence attention to detail is more than just an expression - its an absolute necessity.
Assist in a team work environment with the following tasks:
Exchange documents with various courts and administrative agencies and opposing parties (some daily pedestrian travel within a 5 block range or if further a company vehicle will be used)
Serving large number parties to a case with aforementioned materials via hand-delivery, courier service, USPS mail, over-night courier and email.
Maintain file system of aforementioned materials
Mail to large number of parties in a single event (1000 recipients or more)
Requires experience with
MSWord, MS Excel (60 wpm minimum)
Prefer Familiarity with the following:
Adobe Acrobat for document labeling and editing
Mail merges using MS Excel (letters and mailing/shipping)
Mail merges for mailing/shipping using Stamps.com, Fed-Ex and other similar applications
Various other tasks administrative tasks as needed.
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