Provides general office support with a variety of clerical and related tasks. Responsible for greeting visitors, making travel arrangements, reviewing expense reports. Operates multiline telephone system to answer incoming calls and directs callers to appropriate personnel by performing the following duties.
Essential Duties and Responsibilities include the following. Other duties may be assigned.
- Answers incoming telephone calls, determines purpose of callers, and forwards calls to appropriate personnel or department.
- Retrieves messages from voice mail and forwards to appropriate personnel.
- Takes and delivers messages or transfers calls to voice mail when appropriate personnel are unavailable.
- Manages phone system to ensure opening and closing procedures are following timely and accurately.
- Answers questions about organization and provides callers with address, directions, fax numbers, company website, and other information.
- Welcomes on-site visitors, determines nature of business, and announces visitors to appropriate personnel.
- Checks company calendar for special events and monitors and maintains log of employee departures, visitors, and vendors.
- Receives, sorts, and routes mail, and maintains and routes publications.
- Process all outgoing mail and special packages for USPS, Federal Express or other vendor pick-ups.
- Monitor camera during the day.
- Prepares travel arrangements as needed for staff.
- Performs other clerical duties as needed, such as filing, making labels, photocopying, and ordering flowers as needed.
- Makes airline reservations, motel reservations, and car rentals for staff and as need visitors.
- Maintains office supplies.
- Compiles Span Tech manuals as instructed.
- Creates and prints cover sheets, memos, correspondence, reports, and other documents when necessary for special events or projects.
- Assists in keeping and maintaining fitness records.
- Manage the monitors to ensure timely, accurate information is displayed on all monitors.
- Maintains a clean, orderly, professional and uncluttered reception area.
- Manages email inquiries from our Website.
- Gather all checks from the mail and make deposits.
- Make sure all contractors have signed the Vendor/Contractor Safety Rules form.
- Forward all incoming emails and faxes to the appropriate personnel.
Supervisory Responsibilities
- This job has no supervisory responsibilities.
Competencies
To perform the job successfully, an individual should demonstrate the following competencies:
- Continuous Learning - Seeks feedback to improve performance; pursues training and development opportunities; strives to continuously build knowledge and skills; shares expertise with others.
- Job Knowledge - Competent in required job skills and knowledge; exhibits ability to learn and apply new skills; keeps abreast of current developments; requires minimal supervision; displays understanding of how job relates to others; uses resources effectively.
- Use of Technology - Demonstrates required skills; uses technology to increase productivity; keeps technical skills up to date.
- Design - Generates creative solutions; demonstrates attention to detail.
- Problem Solving - Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well in group problem solving situations; uses reason even when dealing with emotional topics.
- Customer Service - Manages difficult or emotional customer situations; responds promptly to customer needs; solicits customer feedback to improve service; responds to requests for service and assistance; meets commitments.
- Communications - Expresses ideas and thoughts verbally; expresses ideas and thoughts in written form; exhibits good listening and comprehension; keeps others adequately informed; selects and uses appropriate communication methods.
- Cooperation - Establishes and maintains effective relations; exhibits tact and consideration; offers assistance and support to co-workers; works cooperatively in group situations; works actively to resolve conflicts.
- Oral Communication - Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; responds well to questions; participates in meetings.
- Teamwork - Balances team and individual responsibilities; exhibits objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interests.
- Written Communication - Writes clearly and informatively; edits work for spelling and grammar; varies writing style to meet needs; able to read and interpret written information.
- Cost Consciousness - Develops and implements cost saving measures.
- Diversity - Shows respect and sensitivity for cultural differences; promotes a harassment-free environment.
- Ethics - Treats people with respect; keeps commitments; inspires the trust of others; works with integrity and principles; upholds organizational values.
- Organizational Support - Follows policies and procedures; completes administrative tasks correctly and on time; supports organization's goals and values; benefits organization through outside activities; supports affirmative action and respects diversity.
- Company Security - Maintain the security of company information (computers, cell phones, vehicles, etc.) always and protect the resources under their control, such as access passwords, computers, and downloaded data.
- Adaptability - Adapts to changes in the work environment; manages competing demands; changes approach or method to best fit the situation; able to deal with frequent change, delays, or unexpected events.
- Personal Appearance - Dresses appropriately for position; keeps self well groomed.
- Attendance/Punctuality - Is consistently at work and on time; ensures work responsibilities are covered when absent; arrives at meetings and appointments on time.
- Dependability - Follows instructions, responds to management direction; takes responsibility for own actions; keeps commitments; commits to long hours of work when necessary to reach goals. Completes tasks on time or notifies appropriate person with an alternate plan.
- Initiative - Volunteers readily; undertakes self-development activities; seeks increased responsibilities; looks for and takes advantage of opportunities; asks for and offers help when needed.
- Innovation - Displays original thinking and creativity; meets challenges with resourcefulness; generates suggestions for improving work; presents ideas and information in a manner that gets others' attention.
- Judgment - Displays willingness to make decisions; exhibits sound and accurate judgment; supports and explains reasoning for decisions; includes appropriate people in decision-making process; makes timely decisions.
- Planning/Organizing - Prioritizes and plans work activities; uses time efficiently.
- Quality - Demonstrates accuracy and thoroughness; looks for ways to improve and promote quality; applies feedback to improve performance; monitors own work to ensure quality.
- Quantity - Meets productivity standards; completes work in timely manner; strives to increase productivity; works quickly.
- Safety and Security - Observes safety and security procedures; determines appropriate action beyond guidelines; reports potentially unsafe conditions; uses equipment and materials properly.
Qualifications
- To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience
- High school diploma or equivalent.
Language Skills
- Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.
Mathematical Skills
- Ability to add and subtract two digit numbers and to multiply and divide with 10's and 100's. Ability to perform these operations using units of American money and weight measurement, volume, and distance.
Reasoning Ability
- Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
Computer Skills
- To perform this job successfully, an individual should have knowledge of Proficiency in Microsoft Word; Word Processing software; Proficiency in Excel; email software; and Contact Management systems.
Certificates, Licenses, Registrations
- Current driver's licenses
Physical Demands
- The physical demands described here 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.
- While performing the duties of this Job, the employee is regularly required to use hands to finger, handle, or feel; reach with hands and arms and talk or hear. The employee is occasionally required to stand and walk. The employee must occasionally lift and/or move up to 10 pounds
Work Environment
- The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Manufacturing plant environment may be noisy, dusty, cold, hot and humid at times. Noise level in the office work environment is usually low to moderate and the manufacturing environment is usually moderate to loud.
