Administrative Assistant

BoilerMASTERS, Inc. is looking for a skilled, self-motivated, organized, goal-oriented and driven professional to join our team. In this position, you will provide assistance organizing, managing and completing projects and daily tasks. We are a growing company so there will be a wide range of tasks, assignments and responsibilities to help manage and fulfill our goals.

BoilerMASTERS, Inc. has a company culture that reflects its core values. As a team, they seek to deliver solutions through excellent customer service, professional team members and quality products whenever and wherever customers need them.

QUALIFICATIONS

• High School Diploma or Associate degree.
• Superior communication skills and collaborative nature.
• Integrity to maintain company and staff confidentiality.
• Expert computer skills and experience including database, inventory, spreadsheet, email, word processing, task management and other similar programs.
• Analytical & problem-solving skills with attention to detail and quality.
• Ability to learn new information quickly, think critically and adapt to a constantly changing environment.
• Highly self-motivated and able to work independently.
• Confident in learning new skills on the fly.
• Ability to prioritize and organize multiple, time sensitive projects.
• Maintain files and company information.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Other duties may be assigned as needed.

• Provide office support to CEO and other departments; organize and expedite the flow of work.
• Perform a variety of skilled clerical and secretarial work, including typing, proofreading, filing, checking and recording information.
• Establish and maintain record systems and files; update and maintain complex records and reports related to assigned program and activities including those of a confidential nature.
• Generate and modify various documents as assigned; compile reports, handbooks and special projects from a variety of sources; initiates queries and generates various computerized lists and reports as requested.
• Input a variety of program-related data into an assigned computer system; assure accuracy of input and output data; input and update team member information as assigned.
• Update and maintain assigned calendars; arrange and schedule meetings, appointments and interviews; assist with arranging and scheduling special events, professional development events and other program-related events as assigned by the position.
• Assist with meeting preparation; send invitations, prepare agendas, make copies of handouts and materials, reserve and set up conference and meeting rooms accordingly; arrange for meeting refreshments; attend assigned meetings and take meeting notes; distribute meeting notes to appropriate parties.
• Submit purchase orders, work orders, warehouse orders, personnel requisitions, facility requests, travel requests, consultant paperwork and requests for reimbursements as assigned; receive and processes applications and paperwork related to assigned department and program.
• Perform and/or process asset audits, maintenance, repairs, replacements.
• Screen calls and visitors and screen incoming correspondence routed to the assigned administrator for priority and background information. Assist with incoming and outgoing calls.
• Independently composes correspondence, answer inquiries and provide technical information related to assigned program, policies and procedures.
• Provide documents to personnel and official agencies according to established procedures.
• Assist with coordinating the work of other staff members to assure timely completion of work and to assure that records are complete and accurate; provides training to assigned office personnel as assigned by the position.
• Communicate with various personnel, departments, outside agencies and community members to exchange information, coordinate activities and resolve issues or concerns; receive and respond to phone calls.
• Operate a variety of office equipment including a copier, fax machine, computer and assigned software.
• Monitor inventory levels of office and designated supplies as assigned; orders, receives and maintains appropriate levels of inventory as required.
• Assist with special projects and tasks.
  

While performing the duties of this role, the team member is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms and talk or hear. The team member is occasionally required to stand and walk. The team member is occasionally required to climb or balance and stoop, kneel, crouch, or crawl. The team member must occasionally lift and/or move up to 10 pounds.  Specific vision abilities required by this role include close vision, color vision, depth perception and focus adjustment. While performing the duties of this role, the team member could be occasionally exposed to fumes or airborne particles and toxic or caustic chemicals (PPE gear is on hand). The noise level in the work environment is usually quiet.