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Form of workJob Description
POSITION SUMMARY:
This position is responsible for scanning, filing and redacting customer information; following up with current and potential customers by email and by phone; answering incoming calls and directing callers to the appropriate person; receiving package deliveries and distributing mail; assisting with processing license renewals; and other special projects as needed.
DUTIES AND RESPONSIBILITIES:
Function as the primary phone operator and direct incoming calls to the appropriate person professionally and promptly.
Greet visitors and package delivery drivers and alert package recipients of their package arrivals.
Scan and redact customer documents, including Federal Firearms Licenses (FFLs), state licenses and certificates, credit applications and ACH authorization agreements, and pull into digital PDF files.
Review and update customer PDF files.
Assist with standard FFL, state occupational stamp tax (SOT), and other state license renewals during times of high volume in the Records Department.
Follow up with potential and existing customers by email and by phone to request additional documentation required based on customer set-up type and location, entity changes, or ownership changes and log follow-up attempts on Excel spreadsheet.
Distribute USPS mail daily and prepare intercompany mail twice weekly at a designated time.
Perform the Credit Assistant duties in their absence.
Assist with special projects as needed.
EMPLOYEES SUPERVISED: None
QUALIFICATIONS:
The Records Assistant must be able to effectively communicate, verbally and in writing, with customers and co-workers. This individual must be proficient in Microsoft Word and Excel, or similar applications. Strong customer service, multi-tasking, organizational, and follow up skills are required. This position requires a high level of accuracy and attention to detail.
Physical demands:
While performing the duties of the Records Assistant, the employee is regularly required to talk and hear. The employee is frequently required to walk, sit, use hands to finger, handle, or feel and reach with hands and arms. Specific vision ability required including close vision, distance vision, peripheral vision. The employee must be able to lift and/or move up to 20 pounds.
The physical demands of this job are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
DUTIES AND RESPONSIBILITIES MAY BE ADDED, DELETED, OR CHANGED AT ANY TIME AT THE DISCRETION OF MANAGEMENT, FORMALLY OR INFORMALLY, EITHER VERBALLY OR IN WRITING.
