Position Characteristics and Competencies
Organized and detail-oriented
Time efficient and well-organized
Professional manners and presentation
Customer service-oriented and problem solving
Communicative and people-oriented
Verbal and written communication skills
Job Summary
The Office Assistant performs a variety of logistical and administrative staff support duties. These include performing procurement functions for company-wide needs, as well as for promotional events, conferences, and seminars. Administrative functions include processing forms, performing data entry, establishing and maintaining records, scanning and document management. Assists in answering incoming calls, greeting guests, and directing guests to appropriate associates. Provides general office support with a variety of clerical and administrative duties and related tasks, such as mail distribution, scheduling meetings, flow of correspondence, and requisition of supplies.
This job description does not represent an exhaustive list of all duties encompassed in this position.
Job Responsibilities
Welcomes visitors, determines nature of business, and announces visitors to appropriate personnel, maintaining professional and courteous demeanor. Answers questions about program services and provides general information.
Answers incoming telephone calls, determines purpose of calls, and forwards calls to appropriate personnel or department, ensuring professional telephone etiquette.
Records and delivers messages or transfers calls to voice mail when appropriate.
Processes credit card payments from members.
Performs a wide variety of assignments which are sometimes confidential in nature; operates personal computer to enter data, draft, edit, revise, and print letters, tables, reports, and other materials.
Prepares and maintains records and logs of schedules, rosters, and directories.
Photocopies, collates, distributes, and files documents as requested.
Performs various types of procurement functions for company supplies and resource needs, including for promotional events, conferences, and seminars, which would include, for instance, on-line purchasing, solicitation of RFPs for work to be performed, or various types of interaction and communications with vendors of goods, services, or event locations.
Assists and coordinates with bulk mailing of promotional items, routines company correspondence, or specialty items for member relations.
Provides back-up support for Receptionist, all Administrative staff and when necessary, when working with Board of Directors, Executive team, and facilities maintenance.
Sorts, screens, reviews, and distributes incoming and outgoing mail. Assist and coordinate bulk mailings.
Maintains confidentiality of all information.
Participates in cross-functional team process improvement projects to provide support and backup in the absence of teammates to maintain seamless coordination of duties.
Performs other duties as assigned.
Supervision of Others
N/A
Minimum Qualifications
High School Diploma or GED, one-year administrative experience
Associates Degree preferred.
Valid Driver’s License
Must be able to successfully pass a background investigation.
Additional Eligibility Requirements
New employees must complete the Associate in Insurance (AINS) designation within six months from the end of the 90-day evaluation period to be eligible for advancement and incentive compensation.
For continued employment, employees must complete an elective course and six hours of professional development within 12 months after the end of the 90-day evaluation period.
Knowledge/Skills/Abilities
Knowledge of modern office practices, procedures, and equipment.
Knowledge of business English, proper spelling, grammar, punctuation, and basic arithmetic.
Ability to effectively communicate information and respond to questions.
Ability to create, compose, and edit written materials.
Ability to maintain accuracy of work and pay attention to detail.
Ability to handle multiple tasks and meet deadlines simultaneously.
Ability to maintain confidentiality.
Ability to interact and maintain good working relationships with individuals of varying social and cultural backgrounds, employees, and officials.
Ability to maintain calendars, schedule appointments, and conduct travel arrangements.
Skill in providing excellent customer service.
Skill in operating business computers, office machines, and switchboard.
Working Conditions & Physical Demands
Typical business office setting with moderate to high noise level.
Must be able to sit for work at a computer and phone for more than 6 hours per day.
Must be able to speak clearly.
Must be able to use hands for dexterity of motion.
Frequently required to stand, walk, and reach with hands and arms.
Must have the ability to occasionally lift 20+ lbs.
Minimal business travel required; COVID-19 vaccination preferred.
Physical Exam
Not required for position.