Address
Form of workADMINISTRATIVE ASSISTANT/WORKFLOW SPECIALIST
(Temp-to-perm position)
Position summary:
Performs duties to support the daily business operations by efficiently managing administrative tasks and providing exceptional customer service. Responsibilities include answering telephones and routing all guests, maintaining office security protocols, and assisting with other departmental tasks as needed. Plays a pivotal role in managing resources and optimizing workflow efficiency across client and internal projects for Publication and Digital Services. Collaborates with Project Coordinators to schedule client projects and runs reports on allocations for individual and departmental performance.
Administrative Assistant essential job functions:
Administrative Assistant essential job functions:
- Answers phones and directs calls and messages; updates voicemail during holiday closures.
- Greets all visitors and announces their arrival to the appropriate person. Maintains security and ensures that all visitors sign in/out and are always escorted.
- Receives, sorts and routes incoming mail and packages; notifies carriers of holiday closures.
- Enters data into the Coffey database for each client publication to track usage of Coffey content.
- Receipts daily check payments from the post office and ACH payments from online banking.
- Completes payment receipts spreadsheet and posts payments in accounting system.
- Prepares weekly bank deposit and corresponding documentation.
- Assists with Human Resources responsibilities as assigned.
- Handles special staff recognition details and assists with special company functions or events as requested.
Workflow Specialist essential job functions:
- As part of the scheduling team, assigns resources to client and Coffey projects for Publication and Digital Services with input from Project Coordinators and supervisor.
- Collects client reply cards and sends appropriate packages to fulfill specific client requests.
- Is responsible for daily and weekly leveling of allocations.
- Reschedules projects, daily assignments and copy-in dates, keeping in mind the contracted production period and workflow.
- Schedules future projects in Project Insight to assist with accurate workload projections.
- Reviews overall workload to assist in balancing out workflow throughout the departments.
- Creates production calendars for clients as requested; keeps the production flow regular by scheduling dates to fulfill a contract period and the following year’s projected dates.
- Assists with freelancer coordination, assignments and communication and informs team when additional resources are needed.
- Runs reports on task benchmarks and project timelines to measure, track and monitor individual and departmental performance; runs reports for billing.
Other responsibilities:
- Performs special projects for senior management as assigned.
- Responsible for maintaining and posting regular updates to the Coffey Resource Library.
- May assist as back-up for Mailing Services.
- Responsible for lowering the United States flag when appropriate and informing the co-owner when a replacement flag is needed.
- Additional duties and responsibilities may be added, deleted or changed at the discretion of management, formally or informally, either verbally or in writing.
Education, experience and skills:
- High school diploma; college-level coursework in secretarial administration or communications highly desirable.
- Three years of office experience with customer service and Project Coordinator responsibilities preferred.
- Experience efficiently managing a multiline telephone system and cordial phone manner. Familiarity with Microsoft Outlook, Word and Excel is necessary.
- Professional appearance and demeanor for interacting with both internal and external clientele; superb verbal, written and interpersonal skills.
- Self-starter with organizational skills and excellent attention to detail, accuracy and timeliness in completion of duties. Enthusiastic and persistent attitude.
- High level of integrity and discretion relating to confidential or sensitive matters.
Please visit our website for benefits information: https://www.coffeycomm.jobs/benefits/
Salary Description:
$16.50 - $20/hour
