Administrative Assistant

Office Day Hours

On-site

$20-$22 depending on experience

POSITION SUMMARY:   

The Administrative Assistant is responsible for running and coordinating the day-to-day administrative duties of the front lobby area. This role serves as the site receptionist and ensures all employees and visitors are directed appropriately. They work very closely with all members of the leadership team to provide excellence with general administrative processing needs. Attention to detail, strong organizational skills and excellent communication are critical in this role.

ESSENTIAL JOB FUNCTIONS:

• Creates a welcoming environment for visitors by greeting, welcoming and directing them appropriately. This includes meeting and conference room preparation, temporary workstation needs, and facilitation of guests needs while on-site.
• Answers, screens, and directs phone calls to staff; takes messages and schedules appointments.
• Provides administrative support to ensure efficient operation of the office by carrying out administrative duties such as filing, copying, document management, faxing, scanning, creating professional communications, etc.
• Liaise with various department leaders to handle requests and queries.
• Ensures operation of office equipment by completing preventive maintenance requirements, calling for repairs, maintaining equipment inventories.
• Order and maintain appropriate levels of office and business supplies.
• Prepares regularly scheduled reports for various internal departments.
• Book travel arrangements.
• Performs confidential document management including paper and electronic filing.
• Provides administrative support to operations team as necessary.
• Completes other duties and special projects as assigned.
• Contributes to team effort by accomplishing related results as needed.

REQUIRED EDUCATION AND EXPERIENCE:

• High School Diploma required
• 1-3 years of experience in an office administration role

REQUIRED KNOWLEDGE, SKILLS, ABILITIES/COMPETENCIES NEEDED TO PERFORM THIS JOB SUCCESSFULLY: 

• Excellent verbal/written communication skills
• Write professional reports, prepare presentations and other business correspondence
• Work as a member of a team
• Influence consensus in a matrix organization
• Define problems, collect data, establish facts, draw valid conclusions and act upon them
• Time management skills
• Document management
• Uphold confidentiality of sensitive information
• Microsoft Office proficiency
• High attention to detail
• Maintain excellent attendance

EQUIPMENT:

• Multi-line phone
• Computer
• Scanner/fax/printer
• Vehicle

PHYSICAL REQUIREMENTS:

• Sit in a stationary position up to 80% of workday
• Walk occasionally as needed to move about inside the office to access file cabinets,

office machinery, etc.

• Use hands/fingers to handle or feel, Operate, Activate, Use, Prepare office related items
• Constantly operates a computer, phone, and other office machinery, such as a calculator, copy

machine, computer printer, etc.

• Climb stairs/ladders
• Communicate verbally with employees and customers
• Vision requirements include reading computer screens, identifying colors, anticipating employees and visitors
• Ability to lift and carry office related items up 25 pounds as needed in the office (supplies)
• Works in general office conditions regularly
• May be exposed to general manufacturing operations requiring personal protective equipment such as uniform, bump cap, safety glasses and hearing protection

FINANCIAL RESPONSIBILITY

Assigned based on project

SUPERVISORY RESPONSIBILITY:

• None

TRAVEL REQUIREMENTS:

• Occasional local travel
• Rare travel to other WI locations

This job description is not an employment contract and may be modified at any time at the discretion of the company.