Administrative Assistant

Responsibilities and Essential Functions:

• Operate office equipment such as fax machines, copiers, and phone systems, and use computers for spreadsheet, word processing, database management, and other applications.
• Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
• Back filling for the receptionist position during lunch times and during vacation.
• Greet visitors or callers and handle their inquiries or direct them to the appropriate persons according to their needs.
• Set up and maintain paper and electronic filing systems for records, correspondence, and other material.
• Locate and attach appropriate files to incoming correspondence requiring replies.
• Complete forms in accordance with company procedures.
• Make copies of correspondence or other printed material.
• Review work done by others to check for correct spelling and grammar, ensure that company format policies are followed, and recommend revisions.
• Compose, type, and distribute meeting notes, routine correspondence, and reports.
• Learn to operate new office technologies as they are developed and implemented.
• Maintain scheduling of shop assembly lines.
• Manage projects or contribute to committee or team work.
• Order and dispense supplies.
• Conduct searches to find needed information, using such sources as the Internet.
• Provide services to customers, such as order placement or account information.
• Coordinate conferences and meetings.
• Operate electronic mail systems and coordinate the flow of information, internally or with other organizations.
• Review documents such as production schedules, work orders, and staffing tables to determine personnel and materials requirements, and material priorities.
• Confer with department supervisors and other personnel to assess progress and discuss needed changes.
• Monitor the production levels throughout the day to optimize production levels.
• Revise production schedules when required due to design changes, labor or material shortages, backlogs, or other interruptions, collaborating with management, marketing, sales, production, and engineering.
• Confer with establishment personnel, vendors, and customers to coordinate production and shipping activities, and to resolve complaints or eliminate delays.
• Record production data, including volume produced, consumption of raw materials, and quality control measures.
• Requisition and maintain inventories of materials and supplies necessary to meet production demands.
• Distribute production schedules and work orders to departments.
• Compile information, such as production rates and progress, materials inventories, materials used, and customer information, so that status reports can be completed.
• Plan production commitments and timetables for business units, specific programs, and/or jobs, using sales forecasts.
Education : High School Graduate or General Education Degree (GED)
Experience : Three to six years related experience
Computer Skills : intermediate level of MS Word, Excel, Powerpoint, e-mail system, internet