Administrative Assistant - Level I,II or III
American Engineering Testing Inc. - Chippewa Falls, WI

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Document preparation and distribution, client contact, and other administrative support for department as needed.

PRINCIPAL AREAS OF ACCOUNTABILITY :
1. Accurately, efficiently and aesthetically prepare reports, letters, rough drafts, memos and other correspondence required by assigned personnel.

2. Proofread to ensure accuracy, formatting, spelling and grammar and correctness of content.

3. Assure all reports and letters are prepared completely in accordance with established uniform corporate policy.

4. Assemble, print, bind and distribute proposals, reports, memos and other correspondence as directed and in a timely manner.

5. Prepare and maintain proposals/job log.

6. Prepare and maintain purchase order log.

7. Operate all office equipment as necessary in the preparation and distribution of work.

8. Answer incoming telephone calls screen such calls for proper routing.

9. Stay informed on the schedules/whereabouts of office/department personnel.

10. Prepare project folders for scanning/archiving and responsible for general department back-ups.

11. Keep work areas in department/office (excluding lab) clean and organized.

12. Order office break room and restroom supplies for department as needed.

13. Provide assistance with office/department presentations which may include creating PowerPoint slides, organizing client events on and off site, ordering food/beverages, etc.

14. New hire and orientation support for corporate human resources.

15. Support and processing functions for corporate accounting department.

OTHER DUTIES :
1. Office/Department representative (go-to person) for Corporate Accounting, Payroll, HR, Safety and Quality related inquiries and assignments.

2. Occasionally make travel/lodging arrangements for staff if needed.

3. Collect timesheets (approved by manager) and produce weekly time summaries for department/office personnel.

4. Assist as safety coordinator (schedule safety meetings, assist manager to assure office is safe and complies with safety policies and procedures) according to the Company Safety Program.

5. Participate in Company teams and focus groups to improve the overall performance of the Company, Department or Team.

6. Assist other departments/offices as priorities and deadlines dictate and/or allow.

7. Quality Assurance Representative (see separate job description)

8. Participate in company public relations functions if asked.

KNOWLEDGE, SKILLS AND ABILITIES :
1. Proficient use of Microsoft Office products and other software necessary to assure accurate and timely performance of duties. Accurate data entry 50+ WPM.

2. Demonstrated ability to produce basic spreadsheets and create simple formulas/tables.

3. Ability to organize and prioritize the work load to meet time deadlines.

4. Strong proofreading skills. Knowledge and ability to make corrections on grammar, spelling and punctuation.

5. Ability to perform job duties with occasional to frequent disruptions (i.e. phone, clients, staff, etc.)

6. Demonstrate the ability to communicate and interface with variety of personality types – the internal and external customers that this position serves.

7. Use discretion and good judgment when giving out information to visitors, clients, staff, etc.

8. Strong interpersonal and communication skills (verbal and written).

MINIMUM REQUIREMENTS :
LEVEL I

1. High school diploma (or equiv); AND

2. Two-year business or administration vocational degree with at least one-year secretary/administrative assistant/receptionist experience in a fast-paced office setting; OR

3. Three or more year’s secretary/administrative assistant/receptionist experience in a fast-paced office setting.

LEVEL II

1. High school diploma (or equiv); AND

2. Two-year business or administration vocational degree with at least three years secretary/administrative assistant/receptionist experience in a fast-paced office setting; OR

3. Five or more years secretary/administrative assistant/receptionist experience in a fast-paced office setting.

4. Assumed responsibility for 3 of the “other duties” indicated above.

LEVEL III

1. High school diploma (or equiv); AND

2. Two-year business or administration vocational degree with at least five years secretary/administrative assistant/receptionist experience in a fast-paced office setting; OR

3. Eight or more year’s secretary/administrative assistant/receptionist experience in a fast-paced office setting.

4. Assumed responsibility for all (or most) of the “other duties” indicated above.

Proud to be an AA/EEO/Veteran Friendly Employer

American Engineering Testing Inc. - 17 months ago - save job - block
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