Administrative Assistant

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Administrative Assistant

@ Vermilionville

As an Administrative Assistant, the employee performs administrative and office support activities. Duties may include fielding telephone calls, receiving, welcoming, directing, and escorting visitors, word processing, creating spreadsheets and presentations, filing, and bookkeeping, taking board minutes and having them published. Moderate software skills are required, as well as Internet research abilities and strong communication skills. In this position, Senior Administrator may offer continuous learning and development when tasks are successfully completed, internal training in several different fields such as human resources, finances, accounting, purchasing, and office administration. Our goal is to train, coach, and mentor the administrative assistant to be able to support recruitment, hiring, and onboarding processes and all employee-related relationships from the administrative side. This role includes excellent attendance, communication skills, and attitude to be the first interface to meet visitors. Due to the information and data handling, confidentiality is important. Any violation of the above mentions may result in immediate termination from this position.

Job Responsibilities

Essential Duties and Responsibilities include but are not limited to the following:

• Provide general administrative and clerical support including mailing, scanning, faxing, filing, re-labeling, organizing, reorganizing, inventory and other reports, preparation for audits, and copying.
• Providing general office support and maintaining the cleanliness of the office area.
• Greeting and direct visitors. Provide general support to them.
• Answer and direct phone calls. Take and forward messages.
• Maintain electronic and hard copy filing systems, spreadsheets, and internally used document systems.
• Receive, register, sort, and distribute incoming or outgoing correspondence.
• Perform data entry and scan documents. Updating, creating, and managing trackers and logs, including inventory lists and support of audits.
• Assist in resolving any administrative problems.
• Assist in making or following up purchase orders, monitor office supplies inventory, and maintain and place orders.
• Supporting all types of internal and external audits and continuously updating logs and google shared documents.
• Running errands for the business, including bank, post office, CPA, an others.
• Assistance and support in employee relation related tasks, company holidays organization, participation at company events including job fairs, seminars, business networking events.
• Prepare and modify documents including correspondence, reports, drafts, memos, board meeting minutes and emails per supervisor instructions.
• General support of office administration, purchasing, finance/accounting and human resources related tasks assigned by the Manager. This includes preparation for company events, running errands, and mailing correspondence at USPS.
• Perform general office administrative tasks, including filing, mailing, scanning, and photocopying documents.
• Maintain and update spreadsheets such as outgoing mail logs, applicant tracking, and other relevant records. Conduct inventory management and stock updates, ensuring accuracy and timely replenishment.
• Submit purchase requests and process invoices for payment.
• Assist with various tasks as assigned by management.
• Regularly review employee timecards and time records for accuracy.
• Resolve discrepancies and ensure timecards are corrected as needed.
• Verify payroll data to ensure no errors and confirm timely processing.
• Enrolling new employees into the timeclock machines and training employees on how to use the timeclock correctly.
• Assist in updating and processing I-9 and W-4 forms.
• Participate in employee investigations and assist with documenting interviews.
• Conduct exit interviews and ensure proper documentation of employee separations.
• Facilitate the completion of time-off request forms, direct deposit forms, Address change forms by employees.
• Coordinate hiring and onboarding processes for new employees.
• Assist in recruitment efforts and distribution of confidential employee-related paperwork.
• Picking up supplies that are needed immediately
• Any additional administrative or other tasks belonging to the department(s) assigned by the Senior Administrator.

Salary Range: $18-$23 Per Hour

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Qualifications:

The requirements listed below are representative of the knowledge, skill, and/or ability required.

• Must have superior written and verbal communication skills.
• Must possess strong organizational skills, both analytical and problem solving, and the ability to work with confidential documents.
• Good communication skills.
• Proficient in MS Office (Word, Excel), Email (google mail), Internet.
• Bookkeeping skills
• Attention to detail, being well-organized and structured.
• English is a must.
• 1-5 years working experience. Min. 6-12 months of administrative experience is recommended in the same role.

Education and/or Experience:

• High School Diploma or equivalent is a plus.

Language Skills

• Must be able to effectively communicate in English. French speaking is an advantage.

Physical Demands

The physical demands described here are representative of those that must be met by an Administrative Assistant to successfully perform the essential functions of this job.

While performing the duties of this job, an Administrative Assistant will:

• Sit for long periods of time, using office equipment and computers.
• Reach with hands and arms.
• May have to do some lifting of office supplies from time to time.

Work Environment

The work environment characteristics described here are representative of those an Administrative Assistant encounters while performing the essential functions of the job: The incumbent is located in a busy, open-area office.

The incumbent is faced with constant interruptions and must meet with others on a regular basis. 

Skills

• Administrative Skills
• Filing
• Order Supplies
• Mail Processing
• Photocopy
• Inventory Levels
• Calendar Management
• Bookkeeping

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How to Apply:

For questions or application contact: Kim Fournet  accounting@bayouvermiliondistrict.org