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Administrative Assistant/receptionist
3 months ago
Proficiencies & Experience_
- Proficient in Microsoft Office
- Prior experience as a receptionist/administrative assistant
- Experience with and understanding of accounting is a plus
- Detail oriented, organized and comfortable working in a busy office environment
- Able to multi-task in busy office environment with many possible interruptions
- Skills_
Basic Skills
- Active Learning: Understanding the implications of new information for both current and future problem solving and decision making.
- Active Listening: Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times. Ability to familiarize yourself with various clients.
- Critical Thinking: Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems. Effective time management is critical.
- Speaking: Talking to others to convey information effectively and accurately.
- Writing: Communicating effectively in writing as appropriate for the needs of the audience. Able to format business letters from notes or dictation requested by business manager and/or owner.
- Work Context_
Communication
- Contact with Others
- Electronic Mail
- Face-to-Face Discussions
- Letters and Memos
- Telephone
Role Relationships
- Deal with clients, vendors, sub-contractors & sales reps
- Work effectively with supervisors, managers and other personnel
- Ability to be discreet and keep business and client information confidential
- Tasks_
- 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
- Keep office and conference rooms organized and presentable for clients and potential clients
- Sort & Distribute incoming mail
- Receive FedEx, UPS and other deliveries
- Prepare letters/packages for mailing/shipping
- Operate office equipment, such as fax machines, copiers, or phone systems and arrange for repairs when equipment malfunctions
- Monitor and maintain adequate inventory of supplies (local travel required)
- Maintain databases
- Set up and manage paper or electronic filing systems, recording information, updating paperwork, or maintaining documents, such as correspondence, or other material
- Process vendor and sub-contractor invoices, payments, collection of lieu waivers
- Maintain and organize supporting documents for project billing
- Collect, review, enter and process employee timecards for weekly payroll
- Assist with preparation and distribution of client invoices
**Job Type**: Part-time
Pay: $17.00 - $22.00 per hour
Expected hours: 25 - 30 per week
**Benefits**:
- 401(k)
- Flexible spending account
- Health insurance
- Life insurance
- Paid time off
Schedule:
- Monday to Friday
Work Location: In person
