Office Administrative Assistant

Job Brief:

NEWT is looking for an energetic team member. The Administrative Assistant facilitates the efficient operation of the organization by performing a variety of clerical and administrative tasks. Using QuickBooks Desktop the Admin is responsible for recording all aspects of recordkeeping for the business. There are also some HR functions such as new hire orientation.

Supervisory Responsibilities:

·         May direct the work of clerical employees in lower job classifications.

·         May assist in training newly hired personnel.

Duties/Responsibilities:

·         Answers and transfers phone calls, screening when necessary.

·         Welcomes and directs visitors to NEWT. NEWT does not meet customers at this site. Visitors other than delivery personnel are rare.

·         Using QuickBooks perform ordering, receiving, entering purchases, bills/invoices, receiving payments and other business functions.

·         Maintains filing systems as assigned.

·         Retrieves information as requested from records, email, minutes, and other related documents; prepares written summaries of data when needed.

·         Responds to and resolves administrative inquiries and questions.

·         Coordinates and schedules travel, meetings, and appointments for managers and supervisors.

·         Prepares agendas and schedules for meetings.

·         Records and distributes minutes or other records for meetings.

·         Maintains office supplies and coordinates maintenance of office equipment.

·         Maintains a system for recording expenses and the use of petty cash.

·         Performs other related duties as assigned.

Required Skills/Abilities:

·         Excellent verbal and written communication skills.

·         Excellent interpersonal and customer service skills.

·         Proficient in Microsoft Office Suite or related software.

·         Excellent organizational skills and attention to detail.

·         Basic understanding of clerical procedures and systems such as recordkeeping and filing.

·         Ability to work independently.

·         Ability to learn and utilize QuickBooks Desktop. NEWT will pay for those classes if required.

·         Everyone at NEWT is in a Customer Service Role. Excellent service skills are required.

·         This position may serve as the first contact for external customers via phone call. General knowledge of how to transfer calls, take detailed messages and connect customers with the correct person.

Education and Experience:

·         Three to five years of experience in an administrative role or similar position.

           QuickBooks knowledge a plus

Physical Requirements:

·         Prolonged periods sitting at a desk and working on a computer.

·         There may be times this person assists and engineer with notetaking and other tasks at customer sites. Though rare, sometimes these duties occur outside in the elements.

·         This person would be required to drive a forklift at a very low level. No complex pulls or unloads. Level I.