Administrative Assistant
- Answer telephones and forward messages to appropriate personnel.
- Maintain current and terminated employee files.
- Receive contract bid requests.
- Maintain Key Control Log and Master Key Box.
- Receive and distribute all incoming mail.
- Provide customer service to walk-in personnel.
- Accept and assist potential employees with the application process.
- Create and prepare requested reports for analysis by the President, Vice President, and other executives when needed.
- Record and distribute Staff Meeting Minutes to appropriate personnel when needed.
- Prepare and distribute payroll checks and Direct Deposit slips.
- Other administrative tasks as assigned.
- Review daily reports for budget overages and forward daily reports to appropriate personnel when needed.
- Review employee overtime and forward overtime reports to appropriate personnel when needed.
- Ensure employees are clocked in and out appropriately.
- Other timekeeping tasks as assigned.
- Payroll prep
- Create new contract documentation (ie, Startup form, customer satisfaction log, scope of work log) when needed.
- Input new contracts into the timekeeping system and assign a job pin number when needed.
- Ensure budgets are set with the number of employees when needed.
- Set up and maintain no-show alerts in the timekeeping system for all contracts when needed.
- Input new contract information and periodic schedule into data base when needed.
- Conduct monthly customer satisfaction calls and surveys.
- Receive customer complaints and forward to the appropriate manager for resolution.
- Conduct follow-up calls with customers on complaints for satisfaction of resolution.
- Compile, review, and email monthly reports for billing purposes when needed.
- Order supplies for contracts
- Receive supply orders and make sure they are recorded properly in the warehouse.
- Other contract tasks as assigned.
- High School Diploma or GED supplemented with coursework in typing, business machine, and personal computer operations, and three to five years of administrative experience.
- Proficient in MS Office, Word, and Excel, and have a thorough understanding of computers and the use of internet browsers.
- Knowledge of business machine operations. Must possess excellent business writing, editing, and proofreading skills.
- Must possess the ability to communicate both orally and in writing.
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