Job Description

Description

The Administrative Assistant position is required to help in the daily clerical needs of their assigned department. They may answer phones, collect information, provide information to customers or vendors, keep digital and physical records, perform follow-up calls to customers or vendors, enter and maintain information in company databases, and similar functions under the guidance of their assigned supervisor or manager.

Requirements

This Role is assigned to the Accounts Payable/Accounts Receivable Department to aid the Manager in maintenance of financial records, including Sage 50 Accounting database entries, digitization of any physical bills, statements and other tax or mail notifications pertaining to the company. 

2.0 REQUIREMENTS

2.1 Education

2.1.1 Required: High School Diploma or GED.

2.1.2 Preferred: Associates degree in business administration.

2.2 Experience 

2.2.1 Required: Experience in a clerical role.

2.2.2 Preferred: Customer service experience or a past administrative support role.

2.3 Skills

2.3.1 Comfortable working in English, both written and conversational.

2.3.2 General computer literacy within a Windows operating environment.

2.3.2.1 Proficient with Microsoft Office 365, including PowerPoint, Excel, Word, Teams, and Outlook.

2.3.2.2 Able to learn new administrative software platforms.

2.3.3 Attention to detail regarding the utilization of proper grammar, punctuation, and spelling in all communication and written documents produced.

2.3.4 Able to work independently while completing an assigned task.

2.3.5 Strong communication skills, with the ability to clearly provide information written or verbally tailored to the recipient’s needs.

2.3.6 Able to multitask utilizing critical thinking. 

3.0 CERTIFICATIONS

3.1 There are no certifications required for this position at this time.

4.0 WORK ENVIRONMENT

4.1 This is an office environment.

4.2 Standing or sitting for prolonged periods of time at an assigned desk or workstation.

4.3 Typing at a keyboard or touchscreen workstation.

4.4 May be required to travel between facilities located no more than 7 miles apart.

5.0 REPORTING RELATIONSHIPS

5.1 The Administrative Assistant reports directly to the Supervisor or Manager of their assigned department.

5.2 This position does not have any direct reports.

6.0 AUTHORITY

6.1 There is no authority assigned to this position at this time.

7.0 DUTIES AND RESPONSIBILITIES

7.1 To learn and become proficient in utilizing all required computer programs necessary for completing assigned tasks. 

7.2 To learn and follow the company procedures and processes utilized within the assigned department relating to assigned tasks, maintaining records and workflow.

7.3 Ensure all assigned tasks are completed in a timely manner.

7.4 Manage incoming communications via phone or email to best prioritize urgent issues and to ensure nonurgent issues also get addressed in a timely manner.

7.5 Demonstrate good judgment in use of company resources, including your own time.

7.5.1 Seek support and guidance if unsure of the correct means utilized to complete a new or novel task.

7.5.2 Clearly communicate issues that interfere with completion of tasks and duties to their direct Supervisor or Manager, including issues that arise with customers or vendors.

7.6 When dealing with vendors, customers, and coworkers, provide tactful, prompt, clear, and accurate information.

7.7 Be courteous. As an employee that deals with external organizations, you are representing Motion Laboratories and how we appear to others.

7.8 Provide clerical support to the assigned department as directed.

7.8.1 Receive, manage, and reply to phone calls and emails as required from coworkers, customers, and vendors.

7.8.1.1 Receive, record, and forward messages.

7.8.2 Perform follow-up calls as needed to complete assigned tasks or as directed.

7.8.3 Maintain physical or digital files.

7.8.4 Compose and provide reports.

7.8.5 Clearly communicate any information received from external and internal sources to the appropriate parties or record it into the required databases.

7.8.6 Record and maintain detailed notes such as call logs or other task-related information to be available for review.

7.9 Perform follow-up with other company departments regarding assigned tasks or as directed.

7.10 Collect data, such as prices, dates, or contact phone and email, and update the required databases with current information. 

7.11 Perform data entry tasks as assigned.

7.12 Maintain inventory and supplies as assigned, including the control over, the distribution of, organization of, and reorder of.

7.13 Perform any other related or unrelated, unassigned, unspecified, unusual, or special duty management may assign from time to time.

8.0 MEASUREMENTS OF PERFORMANCE

8.1 Maintain and nurture professional relationships with all management and non-management personnel of Motion Laboratories.

8.2 Maintain and nurture good relationships with external organizations such as customer and vendor companies.

8.3 Seeks constructive feedback as necessary for the performance of the listed duties and responsibilities.

8.4 Demonstrates good judgment in investigating and resolving problems.

8.5 Tasks are performed on time and in a complete and satisfactory manner.

8.6 All departmental quality standards are met or exceeded.