Office Assistant Ii
1 month ago
**Purpose**
The purpose of this role is to perform a variety of administrative and general office tasks that support the Executive Assistant and staff in the Materials division and other business units that contributes to the smooth operation of office services. This position supports the administrative function goals and objectives through completing technical/administrative projects accurately and on time, providing ongoing support as required, and proactively resolving challenges and issues as they pertain to office services.
- **Focus & Scope**:
- Essential duties and responsibilities, i.e. those which are basic, necessary, and an integral part of the job, are indicated below:_
- Works and cooperates with other disciplines (across company lines) to ensure maximum and best use of resources. Builds and maintains positive working relationships with internal and external customers through professional and courteous interactions.
- Professionally represents the company at community and customer events, including events outside of standard working hours. Assists Executive Assistant with entertainment events.
- Assist in developing a file organization system. Maintain office records and files through accurate and timely processing of documents, setting up and maintaining department files.
- Coordinates community donation requests as well as scheduling of attendance and collection of necessary back up material.
- Administers mail service for the business unit. Includes sorting, opening, date stamping and distributing interoffice/interproject mail and faxes, receiving packages, letters, etc. as required and signing for parcels when necessary.
- Answers incoming calls and routes to appropriate person. Takes legible and accurate messages when necessary. May answer routine questions or follow-through on routine requests.
- Updates phone listing and ensure accuracy of information and timely distribution.
- Process and reconciles the entire accounts payable (AP) function for the Materials department including voucher purchase orders (PO) and non-PO invoices, expense reports and vendor invoices for payment/set-up. Verifies initial purchases, changes, and receipt of material; submits invoices to Finance department for payment.
- Provides customer service to Materials vendors regarding issues/questions about invoices. Research discrepancies and other billing issues.
- Maintains and orders sufficient stock of office supplies and other materials required for the business unit’s activities, such as snacks, lunches, and holiday gifts.
- Maintains copy machines and other technical equipment including cameras and projectors in working order.
- Maintains Materials records for Pacific Storage; determines materials to be sent, creates labels for boxes and maintains binder of document inventory. Help with any other tasks assigned by EA and management.**Relationships, Qualifications and Requirements, & Competencies**
Key Relationships
- Reports To:
- Executive Assistant
Direct Reports:
- None
External Clients:
- Customers and vendors, general public, and officials
Internal Clients:
- All employees, specifically Materials Administrative Staff.
Role Qualifications & Requirements**Education**:
- Bachelor’s degree or equivalent combination of experience and college level education.
Experience and Industry Expertise:
- 2-5 years of administrative experience.
- Knowledge of construction experience preferred.
Specific Job Requirements:
- Successful completion of pre-employment drug, alcohol, and background investigation.
- Valid Driver’s License.
- Current on all company required safety training.
- Ability to preserve confidential and proprietary information and successfully avoid conflicts-of-interest.
- Intermediate Computer Skills including Microsoft Office Suite and other graphic/creative software.
- Must demonstrate the ability to learn department and industry specific computer programs and systems such as Vista and APEX.
- Experience working effectively in teams, to establish and maintain cross-functional and positive working relationships.
- Must be able prioritize and manage multiple assignments and complete projects accurately and timely.
- Must be able clearly communicate and be understood both verbally and in written form by internal and external customers. Demonstrated strong communication skills, verbal, written, facilitation, listening.
- Adheres to policies, procedures, and standards that protect the company’s interests.
- Establishes, promotes, and protects Teichert values including diversity, teamwork, fair work environment, and respect of others. Maintains a positive “team” spirit within the Company. The ability to follow both written and oral directions.
**Position Description Cont.**
- Competencies
- Building Relationships
- Conflict Resolution
- Listening
- Planning/Prioritizing
- Initiative
- Dependability
- Judgement/Decision Making
- Learning/Development
**Equipment Used, Physical Dema
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