ADMINISTRATIVE ASSISTANT
Athens, AL 
Requisition #290367

Primary Function: Provides overall administrative and clerical support. Manages the front desk functions in a professional and courteous manner. Efficiently processes documents and other forms of communication.

 

Duties and Responsibilities:

  • Manages front desk, greets visitors, answers phone, maintains and distributes phone list, client pick-ups, daily reports, etc.

  • Is the first contact for visitors and callers and therefore must maintain the utmost in professionalism and courtesy.

  • Processes business and office documentation. 

  • Provides Contract support, i.e. document generation, file creation, shipping, etc.

  • Receives packages and notifies recipient, processes packages for shipping, generates transmittals, generates shipping label, maintains log of all transactions, etc.

  • Receives, opens, sort, and distributes mail. Processes outgoing mail and coordinates shipment.

  • Assist in proposal development and marketing.

  • Provide reports to Optimal Geo, team members and staff as necessary.

  • HR Support:  Processes incoming resumes, maintains interview logs, coordinates interviews, provide applications to interviewees, etc.

  • Maintain office and kitchen supplies by checking inventory and order items.

  • Assume responsibility for maintenance of office equipment, including computers, copy machines and fax machines

  • Implement and monitor programs as directed by management, and see the programs through to completion.

  • Coordinates meetings, processes business forms, maintain office files, drafts/edits correspondence, generate management schedules, Front Desk morning duties, daily schedule, enter logs, etc.  

  • Scanning/Copying/Collating. 

  • Processes visitors per policy.

  • Prioritizes work and sets up sensible work priorities addressing important work first and then routine matters.

  • Other duties as assigned.

 

Knowledge, Skills, and Abilities:

  • Strong working knowledge of Microsoft Office applications (Excel, Word, PowerPoint).

  • Strong interpersonal and communication skills.

  • Must communicate effectively with others. Requires excellent skills in both verbal and written English Communication.

  • Must be appropriate, professional, clear, and timely.

  • Accurate typing a must – at least 50 words per minute.

  • Detail-oriented and committed to quality of work and accuracy.

  • Willing to take on more if required and multi-task.

  • Well-organized, highly motivated with the ability to meet multiple deadlines.

  • Excellent customer service and communication skills.

  • Ability to organize, prioritize, and perform multiple work assignments simultaneously.

  • Ability to prepare clear and concise reports, procedures, correspondences, and other written materials.

  • Ability to work independently with minimal supervision.

  • Able to prioritize, efficiently manage time, work independently as well as in a team.

  • Ability to compile, review, and reconcile data for accuracy, completeness, and compliance.

  • Must exercise good judgment in performance of duties and maintain a high level of confidentiality.

  • Ability to establish and maintain effective working relationships.

Education and Experience:

  • Grade 12 education (required).

  • College Graduate (desirable).

  • Vocational Technical School Graduate (office/secretary skills program desirable).

  • Minimum of 5 years administrative/computer experience.

Physical Demands:

Primary Duties are performed in an office environment.

  • Vision: Binocular 20/20 correctable vision with either glasses or contact lenses.

  • Arms/Hands/Fingers: Full range of motion of hands, arms, fingers, and thumbs and positive hand/eye coordination.

  • Sitting: Must be able to sit for prolonged periods of time, approximately two hours straight.

  • Communication: Must be able to hear and communicate verbally.

  • Lifting: Must be able to lift and move 40 pounds.

  • Physical: Must be able to balance, climb, crawl, crouch, kneel, lift, pull, push, reach, sit, stand, stoop, and walk.

Behaviors:

  • Verbal and written English communication – professional, clear, and timely.

  • Dependable and delivers a consistent good standard of work.

  • Works diligently at achieving results and able to ‘own’ a problem so that results are achieved.

  • Takes initiative to pursue issue resolution or suggest ideas and improvements.

  • Promotes and displays knowledge-sharing behaviors; seeks to improve knowledge sharing.

  • Leads by example; seeks opportunities and has a positive outlook.

  • Cooperation/Teamwork – conveys a sense of teamwork, respectful of others, seeks to work towards a common goal.

  • Open to accepting views or recommendations of others in order to achieve successful results for Optimal Geo.

Disclaimer:

  • Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.

  • This description reflects management’s assignment of essential functions, it does not proscribe or restrict the tasks that may be assigned.

  • This job description is subject to change at any time.

Optimal GEO Inc. provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, Optimal GEO complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training. Optimal GEO expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status.

© 2017-2018 by Optimal GEO Inc.