JL Gray Company Hiring for Office Assistant at Albuquerque, NM, United States Full Time

POSITION PURPOSE

The Office Assistant will be responsible for providing secretarial and clerical support to the executive staff. Types and assembles letters, memos, and s.

Answers questions and directs telephone calls and visitors. Prepares documents and assembles and maintains statistical data.

Records and distributes minutes from Board and management meetings. Performs and oversees specific projects and programs as assigned.

ESSENTIAL FUNCTIONS AND BASIC DUTIES

1. Assumes responsibility for the effective performance of all assigned secretarial and clerical functions.

a. Receives and screens visitors and telephone calls and either notifies staff members or records and relays messages. Conducts visitors to proper offices and announces them.

b. Schedules appointments.

c. Types and assembles a variety of documents including memos, letters, and s. Transcribes dictaphone recordings.

d. Composes and edits correspondence for executive staff.

e. Files correspondence, memos, records, and s. Maintains files.

f. Sorts and distributes incoming mail to appropriate executives.

g. Communicates with members of the Board regarding dates, locations, and times of Board and committee meetings.

2. Assumes responsibility for preparing and maintaining assigned records and s.

a. Assembles, tabulates, calculates, and maintains financial and statistical data on a regular and special basis.

b. Prepares documents as assigned.

c. Assembles internal s submitted to Board of Directors and committees.

d. Drafts minutes from notes and submits to management for revision and final approval.

e. Maintains policy manuals, federal guides, and other library reference material.

f. Coordinates the distribution of the Annual .

3. Assumes responsibility for maintaining effective business relations with customers and external contacts.

a. Resolves customer requests, complaints, and problems or refers them appropriately.

b. Promotes goodwill and conveys a positive image of the Company.

4. Assumes responsibility for establishing and maintaining effective working relationships with area staff and with management.

a. Assists other secretaries and area personnel as needed.

b. Keeps management informed of area activities and of any significant problems.

5. Assumes responsibility for related duties as required or assigned.

a. Performs miscellaneous clerical and stenographic tasks.

b. Performs special operations and manages special projects as assigned.

c. Ensures that work area is clean, secure, and well maintained.

PERFORMANCE MEASUREMENTS

1. Typing is accurate, neat, and promptly completed.

2. Customer and staff inquiries are courteously attended to. Good business relations exist with customers.

3. Telephone calls and visitors are courteously received.

4. Documents and s are accurately produced and up-to-date. Files are well-maintained.

5. Good communication and coordination exist with area personnel and with management. Assistance is provided as needed. Management is appropriately informed.

6. A professional image is projected and maintained.

QUALIFICATIONS

EDUCATION / CERTIFICATION : High school graduate or equivalent. Some college preferred.

REQUIRED KNOWLEDGE : Knowledge of word processing and spreadsheet applications.

EXPERIENCE REQUIRED : Three to five years of secretarial experience, with at least two years as an executive secretary.

SKILLS / ABILITIES :

Proficient typing skills. Able to perform dictation and transcription tasks.

Ability to operate a ten key.

Good interpersonal and public relations skills.

Solid analytical, creative, and problem-solving abilities.

Project management skills and well organized.

Able to work well independently.

PHYSICAL ACTIVITIES AND REQUIREMENTS OF THIS POSITION

FINGER DEXTERITY : Using primarily just the fingers to make small movements such as typing, picking up small objects, or pinching fingers together.

TALKING : Especially where one must frequently convey detailed or important instructions or ideas accurately, loudly, or quickly.

AVERAGE HEARING : Able to hear average or normal conversations and receive ordinary information.

REPETITIVE MOTION : Movements frequently and regularly required using the wrists, hands, and / or fingers.

AVERAGE VISUAL ABILITIES : Average, ordinary, visual acuity necessary to prepare or inspect documents or products, or operate machinery.

PHYSICAL STRENGTH : Sedentary work; sitting most of the time. Exerts up to 10 lbs. of force occasionally.(Almost all office jobs.)

WORKING CONDITIONS

NONE : No hazardous or significantly unpleasant conditions (such as in a typical office).

MENTAL ACTIVITIES AND REQUIREMENTS OF THIS POSITION

REASONING ABILITY :

Ability to deal with a variety of variables under only limited standardization. Able to interpret various instructions.

MATHEMATICS ABILITY : Ability to perform basic math skills, use decimals to compute ratios and percents, and to draw and interpret graphs.

LANGUAGE ABILITY : Ability to read a variety of books, magazines, instruction manuals, atlases, and encyclopedias.

Ability to prepare memos, s, and essays using proper punctuation, spelling, and grammar.

Ability to communicate distinctly with appropriate pauses and emphasis, correct pronunciation (or sign equivalent), and variation in word order using present, perfect, and future tenses.

INTENT AND FUNCTION OF JOB DESCRIPTIONS

Job descriptions assist organizations in ensuring that the hiring process is fairly administered and that qualified employees are

selected. They are also essential to an effective appraisal system and related promotion, transfer, layoff, and termination decisions.

Well constructed job descriptions are an integral part of any effective compensation system.

All descriptions have been reviewed to ensure that only essential functions and basic duties have been included. Peripheral tasks, only incidentally related to each position, have been excluded.

Requirements, skills, and abilities included have been determined to be the minimal standards required to successfully perform the positions.

In no instance, however, should the duties responsibilities, and requirements delineated be interpreted as all inclusive.

Additional functions and requirements may be assigned by supervisors as deemed appropriate.

In accordance with the Americans with Disabilities Act, it is possible that requirements may be modified to reasonably accommodate disabled individuals.

However, no accommodations will be made which may pose serious health or safety risks to the employee or others or which impose undue hardships on the organization.

Job descriptions are not intended as and do not create employment contracts. The organization maintains its status as an at-will employer.

Employees can be terminated for any reason not prohibited by law.