The Administrative Assistant is responsible for providing administrative support. Administrative assistants are responsible for assisting in the day-to-day operations of the office. Duties will include phone coverage, document handling, scheduling, and other various administrative duties.
MAJOR RESPONSIBILITIES/ACTIVITIES:
- Assist the Office Manager with financial documents, such as entering timesheets into the payroll system, accounts payable, client invoicing, etc.
- Provide administrative assistant support to multiple managers.
- Provide client support through email and telephone communication.
- Provide telephone coverage for multiple managers and lab personnel.
- Preparation of documents in Word/PowerPoint/Excel/PDF as required.
- Maintain and update client files and vehicle logs.
- Assist in record retrieval.
- Scanning/e-mail/filing, etc. as required.
- Ship/mail documents via shipping/mailing systems.
- Strong communication skills for correspondence.
- Must exhibit strong professionalism within the working environment.
- Keep confidentiality on all matters. (Violation of confidentiality can be cause for dismissal).
MINIMUM REQUIREMENTS:
- High School Diploma minimum.
- 1 or more years of experience in an Administrative Assistant position or similar.
- Ability to perform tasks requiring knowledge of; payroll, expenses, purchase orders, payables, month-end reports,
travel reconciliation, vehicle database, and general HR duties.
REQUIRED KNOWLEDGE, SKILLS AND ABILITIES
- Ability to demonstrate professional competency and work well with others.
- Ability to listen effectively, communicate clearly, and keep others informed of necessary information.
- Well organized and able to use time effectively.
- Ability to act independently and take initiative with work assignments.
- Knowledgeable with Microsoft Office and general office machines.
- General mathematical knowledge is required.
- Ability to function independently or under direct supervision.
ESSENTIAL PHYSICAL FUNCTIONS:
- Frequent lifting up to 30 lbs.
This job description reflects management's assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned.
MISTRAS strives to provide a positive work environment that values excellence in safety and quality, free from discrimination and harassment. Every MISTRAS employee plays a part in our Company’s success and making this a great place to work. We are committed to a work place where all employees are free to raise issues, concerns and questions for the improvement of our operations and work environment. Safety is the overriding priority in everything we do; all duties critical to safety, quality, and environmental protection are carried out in compliance with all requirements and with personal accountability.
Note to Applicants:
Smoking is prohibited in all indoor areas of the Company unless designated smoking areas have been established by a particular location in accordance with applicable state and local law.
Note to Rhode Island Applicants: The company is subject to Chapters 29-38 of Title 28 of the General Laws of Rhode Island, and is therefore covered by the states worker's compensation law.
Initial ( if applicable) Massachusetts Applicants: I understand that it is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.
Initial ( if applicable): Maryland Applicants: I UNDERSTAND THAT UNDER MARYLAND LAW, AN EMPLOYER MAY NOT REQUIRE OR DEMAND, AS A CONDITION OF EMPLOYMENT, PROSPECTIVE EMPLOYMENT OR CONTINUED EMPLOYMENT, THAT ANY INDIVIDUAL SUBMIT TO OR TAKE A POLYGRAPH OR SIMILAR TEST. AN EMPLOYER WHO VIOLATES THIS LAW IS GUILTY OF A MISDEMEANOR AND SUBJECT TO A FINE NOT EXCEEDING $100.
Equal Opportunity Employer/Veterans/Disabled
MISTRAS Group, Inc. is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran
status and will not be discriminated against on the basis of disability.
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)