Job Summary:

The Administrative Assistant will provide administrative support to ensure efficient operation of the office and will support others through a variety of tasks related to organization and communication. This position operates telephone console to relay incoming calls and will greet, assist, and provide direction and information to clients, visitors, and other guests of the organization. Ability to effectively communicate via phone and email ensuring that all Administrative Assistant duties are completed accurately and delivered with high quality and in a timely manner.

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 Essential Duties & Responsibilities:

  • Greets clients and guests; determines the purpose of each person’s call or visit and directs him or her to the appropriate location
  • Answers, screens, and directs phone calls to staff; takes messages and schedules appointments
  • Performs administrative and clerical support tasks
  • Performs recordkeeping, scanning and labeling of various documents
  • Receives mail, documents, packages, and courier deliveries and delivers or distributes items
  • Maintain electronic and/or paper files in accordance with agency standards and guidelines
  • Enters data by inputting alphabetic and numeric information on keyboard or optical scanner according to screen format
  • Prepares source data for computer entry by compiling and sorting information
  • Maintains data entry requirements by following data program techniques and procedures
  • Follow all agency procedures and guidelines
  • Perform various Accounting functions including invoicing, daily cash log, and commission entries.
  • Responsible for non-resident & carrier license requests and managing license expirations.
  • Assist with various HR Functions, as assigned
  • Performs special projects at management request as well as all other related duties, as assigned

  Physical Requirements:

  • Prolonged periods of sitting at a desk and working on a computer
  • Full time position must be in the office and available during hours of operation
  • Attendance required at occasional evening and/or weekend events
  • Travel between clients and company locations, as needed
  • Bending, sitting, and lifting 10 lbs.

 Skills & Competencies:

  • Excellent verbal communication, interpersonal and customer service skills.
  • Basic understanding of administrative and clerical procedures and systems.
  • Proficient with Microsoft Office Suite or related software.

 Education & Experience (preferred):

  • High school diploma or equivalent
  • Minimum of three years’ experience as receptionist or similar experience