*SUMMARY: *Provides software and office support as needed by completing the following duties:

ADMINISTRATIVE & FACILITIES ASSISTANT

SNAPSHOT:

Full-Time | HS/GED | Basic Computer, Math & Language Skills | Lunch provided daily | On-The-Job Training eligibility required | Covid Vaccination required

Review with pay increases depending on reliability and work performance after completion of milestones during the first 90 days. Further increases may be given based on additional milestones or performance.

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 essential functions. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

ADMINISTRATIVE/CUSTOMER SERVICE

•   Arranges for equipment maintenance and ensures adequate supplies.
•   Assists in creating marketing materials for demos and trade shows.
•   Assists in executing marketing strategies and objectives.
•   Assists in establishing uniform correspondence procedures and style practices.
•   Assists with Data Conversions. Verifies records and reports.
•   Compiles, prepares, and sorts documents, such as invoices and checks, substantiating business transactions.
•   Composes and types routine correspondence
•   Coordinates meetings
•   Formulates procedures for systematic retention, protection, retrieval, transfer, and disposal of records.
•   Greets and assists visitors and accompanies them to the appropriate area or person.
•   Hand delivers bank deposits and outgoing mail as needed.
•   Investigates overdue and damaged shipments or shortages in shipments with vendors and carriers.   
•   Locates and attaches appropriate files to correspondence to be answered by the employer.
•   Maintains marketing database including catalogs, key codes, and customer/prospect files.
•   Maintains stock of Marketing Brochures and Demo CDs.
•   Make copies of correspondence or other printed materials.
•   Maximizes office productivity through proficient use of appropriate software applications.
•   Opens and routes incoming mail and prepares outgoing mail.
•   Operates computer terminal to input and retrieve data.
•   Operates office machines such as typewriters, adding, calculating, and duplicating machines.
•   Orders and maintains supplies, and arranges for equipment maintenance.
•   Organizes and maintains file system, and files correspondence and other records.
•   Coordinates various marketing fulfillment duties and systems including direct mail, packages, letters, catalogs, and other sales literature.
•   Prepares and posts bank deposits, mails vendor payments, and reviews vendor account statements for accuracy.
•   Prepares outgoing mail and correspondence, including e-mail and faxes.
•   Records orders for merchandise or service.
•   Researches and develops resources that create timely and efficient workflow.
•   Screens incoming calls and correspondence and responds independently when possible.
•   Shows pride in their work in the duties they performs and maintains their work area clean.
•   Verifies and posts details of business transactions, such as funds received and payable.

FACILITIES/GENERAL

•   Cleans conference room, restroom, and other common areas.
•   Prepares meals, and prepares facilities.
•   Do weekly grocery shopping for necessary supplies as requested in the list to be provided.
•   Dusts and sanitizes furniture and equipment.
•   Prepare a Grocery Lis to replenish kitchen and bathroom supplies.
•   Washes dishes and maintains kitchen clean.
•   Waters and maintains office plants.
•   Replace light bulbs.

EDUCATION and/or EXPERIENCE: High school diploma or general education degree (GED); Entry Level Bookkeeping/Accounting Courses or one to three years related experience and/or training; or equivalent combination of education and experience are a plus.

COMPUTER SKILLS:  Proficient in the use of Microsoft Word and Excel Software. Some basic understanding of Microsoft Access. Proficient in the use of Accounting Software (Peachtree preferred).

LANGUAGE SKILLS:  Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.

MATHEMATICAL SKILLS:  Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

REASONING ABILITY:  Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.

CERTIFICATES, LICENSES, REGISTRATIONS: Valid Pennsylvania State Driver's License.

WORK ENVIRONMENT & 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 essential functions. While performing the duties of this job, the employee is regularly required to sit 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. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. 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 essential functions. The noise level in the work environment is usually quiet.