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Entry Level Receptionist and Administrative

2 months ago

East Longmeadow, United States Pace® Full time

**Entry Level Receptionist and Administrative Assistant**

**SUMMARY**:
Responsible for provision of varied administrative support duties to a unit/department; provides support to management and staff with administrative and operational support tasks.

**ESSENTIAL FUNCTIONS**:
This class specification lists the major duties and requirements of the job and is not all-inclusive. Incumbent(s) may be expected to perform job-related duties other than those contained in this document and may be required to have specific job-related knowledge and skills.
- Manages databases and/or spreadsheet files and to develop special report formats.
Researches and assembles information from a variety of sources for the completion of forms or the preparation of reports; makes arithmetic or statistical calculations.
- Conducts specific projects related to the department or office to which assigned; may obtain and/or provide information from other organizations, summarize such information and prepare recommendations.
- Provides information to clients or to staff that requires the use of judgment and the interpretation of policies, rules or procedures.
- Arranges meetings by notifying attendees, reserving rooms and making lodging and/or meal arrangements.
- Organizes, maintains and purges various departmental files.
- Prepares and types correspondence, reports, forms, contracts and specialized documents.
- Proofreads and checks typed and other materials for accuracy, completeness, and compliance with departmental policies and regulations.
- Enters and retrieves data and prepares reports using a computer; reviews such reports for accuracy and makes corrections as required; operates standard office equipment.
- Oversees and personally performs a variety of office administrative details such as entering employee time, preparing purchase requisitions, arranging for the repair of equipment, transmitting information, and keeping reference materials up to date.
- Acts as receptionist and receives and screens visitors and telephone calls and directs the caller to the proper person or personally handles the call; provides information which requires the use of judgment and interpretation of policies, rules and procedures.
- Contributes to the efficiency and effectiveness of the department's service to its customers by offering suggestions and directing or participating as an active member of a work team.
- Promotes and supports the overall mission of Pace Analytical by demonstrating courteous and cooperative behavior when interacting with customers and staff; acts in a manner that promotes a harmonious and effective workplace environment.

**QUALIFICATIONS**:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

**Education and Experience**:
High School Diploma/GED; AND two (2) years of administrative support experience; OR an equivalent combination of education, training and experience.

**Required Certificates, Licenses, and Registrations**:
Continued employment is contingent upon all required licenses and certificates being maintained in active status without suspension or revocation.
- None.

**Required Knowledge**:

- Policies, procedures and functions of the department to which assigned.
- Administrative practices and procedures, such as business letter writing and the operation of common office equipment.
- Correct English usage, including spelling, grammar, punctuation, and vocabulary.
- Standard business arithmetic, including percentages and decimals.
- Basic budgetary principles and practices.
- Principles and practices to serving as an effective project team member.
- Methods to communicate with staff, coworkers, and customers to ensure safe, effective and appropriate operations.
- Correct business English, including spelling, grammar and punctuation.

**Required Skills**:

- Providing varied administrative assistance to a chief executive officer and high-level administrative staff.
- Using tact, discretion, initiative and independent judgment within established guidelines.
- Analyzing and resolving office administrative situations and problems.
- Researching, compiling, and summarizing a variety of informational materials.
- Composing correspondence and other written independently or from brief instructions
- Establishing and maintaining effective working relationships with those contacted in the course of the work.
- Organizing work, setting priorities, meeting critical deadlines, and following up assignments with minimum direction.
- Contributing effectively to the accomplishment of team or work unit goals, objectives and activities.
- Maintaining databases, forms, documents and related information.

**PHYSICAL/MENTAL REQUIREMENTS**:
The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential function

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