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Administrative Assistant Receptionist

2 months ago

Portsmouth, United States MILLS MARINE & SHIP REPAIR LLC Full time
Summary: Operates multiline telephone system to answer incoming calls and direct callers to appropriate personnel. Make sure company name is mentioned at beginning of each call. Assists corporate staff with clerical work and administrative and business details while maintaining strict confidentiality of company/employee information. The Receptionist will work independently and with department heads to achieve company goals and mission. The Administrative Assistant position may transition into other administrative duties with other department areas in the near future

Essential Duties and Responsibilities include the following. (Other duties may be assigned)

  • Provide administrative assistance to various departments (Beechdale location).
  • Scheduling and setting appointments with applicants and management as needed
  • Answers incoming telephone calls, determines purpose of callers, and forwards calls as appropriate.
  • Takes and delivers messages when appropriate personnel are unavailable.
  • Proficient with Microsoft Office Package-Excel, PowerPoint, Word and Access
  • Answers questions about organization and provides callers with address, directions, and other information.
  • Welcomes visitors, determines nature of business and announces visitors as appropriate.
  • Maintains fax machine, assists users, sends faxes and retrieves and routes incoming faxes.
  • Organizes and maintains file system and files correspondence and other records.
  • Creates and prints fax cover sheets, memos, correspondence, reports, and other documents.
  • Provides logistical/statistical reports for meetings or events and managerial staff
  • Performs administrative and office support activities for multiple corporate staff members
  • Prepares agendas (meeting and business)
  • Performs other clerical duties as needed, such as filing, sorting, photocopying, and collating.
  • Performs administrative and office support activities for multiple corporate staff members.
  • Welcomes visitors, determines nature of business, and announces visitors as appropriate.
  • Maintains fax machine, assists users, sends faxes and retrieves and routes incoming faxes.
  • Organizes and maintains file system and files correspondence and other records.
  • Maintains, updates and revise corporate staff calendar.
EDUCATION

High school diploma or GED equivalency

EXPERIENCE
Two to three years of administrative office environment experience. Shipboard knowledge is also a plus.

Managerial Responsibilities
This non-exempt position has no supervisory responsibilities.

Competencies

To perform the job successfully, an individual should demonstrate the following competencies:

Customer Service – manages difficult or emotional customer situations; response promptly to customer needs; responds to requests for service and assistance.

Interpersonal Skills – maintains confidentiality; listens to others without interrupting; keeps emotions under control.

Oral Communication – Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; response well to questions.

Written Communication – Writes clearly and informatively; edits work for spelling and grammar; varies writing style to meet needs; able to read and interpret written information.

Teamwork – gives and welcomes feedback; Contributes to building a positive team spirit.

Cost Consciousness – conserves organizational resources.

Diversity – demonstrates knowledge of EEO policy; Shows respect and sensitivity for cultural differences.

Ethics – treats people with respect; Works with integrity and ethics; upholds organizational values.

Organizational Support – follows policies and procedures; completes administrative tasks correctly and on time; supports organization’s goals and values.

Planning/Organizing – prioritizes and plans work activities; manages time effectively; plans for additional resources.

Professionalism – tactfully approaches others; reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions.

Quality – demonstrates accuracy and thoroughness; improves and promotes quality; applies feedback to improve performance; monitors own work to ensure quality.

Safety and Security – observes safety and security procedures, reports potentially unsafe conditions.

Attendance/Punctuality – consistently at work and on time.

Dependability – Follows instructions, responds to management direction; Takes responsibility for own actions.

Initiative – seeks increased responsibilities; asks for and offers help when needed.

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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Language Skills

Ability to read, and interpret documents such as safety rules, operating instructions, and procedure manuals. Ability to write routine reports and correspondence.

Mathematical Skills

Ability to add, subtract, multiply, and divide into all units of measure, using whole numbers, common fractions, and decimals.

Reasoning Ability

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Computer Skills

Proficiency in Microsoft Office suite applications.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to talk and hear. The employee is frequently required to sit. The employee is occasionally required to stand; walk; reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is fairly quiet.

This position description represents a summary of the major components and requirements of the outlined job. Other duties and responsibilities may be assigned or required as business needs dictate. Questions regarding this description should immediately be addressed to the department manager or to Human Resources.

Benefits: Full-time employment
  • Paid accrued vacation time
  • Company-paid life and accidental insurance with Supplemental Coverage Options available
  • 401K Plan
  • Health, dental, and vision insurance
  • Legal Resource benefit
  • 11 Company paid holidays

Mills Marine is an Equal Opportunity Employer and Prohibits Discrimination and Harassment of Any Kind: Mills Marine is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment.