Administrative Assistant Job Description

In: Business and Management

Submitted By zyhernan
Words 731
Pages 3
Administrative Assistant

Job Summary
The Administrative Assistant position is a vital position in providing support to the Call center office and Office Manager. The job requires an individual to provide information to applicants and employees; must be able to maintain financial and clerical records in an organized and easy to find fashion; and complete all assigned projects and tasks.
Supervision: This job requires little to no supervision
Essential Job Functions * Maintains a variety of employment files and records, (e.g. applicants, employees, etc.) for the purpose of compiling pertinent employee information, ensuring accuracy of employee’s records, maintaining eligibility for position and complying with mandated requirements. * Assists the department staff with the employment process (e.g. callbacks, scheduling interviews, entering information into computer, maintaining current applications, assisting with applicant searches, notification, etc.) for the purpose meeting staffing requirements while complying with company guidelines. * Assists with new employee orientation (e.g. payroll and benefit policies, assisting with enrollment forms, etc.) for the purpose of ensuring employees are knowledgeable of current practices and administrative processes. * Performs record keeping and clerical functions (e.g. scheduling, copying, faxing, filing, data entry, typing, calculating, verifying, etc.) for the purpose of supporting the department staff. (40+ wpm, 100% accuracy) * Managing the Office Manager’s calendar (e.g. scheduling appointments etc.) to ensure that Manager is on time to scheduled meetings. * Receives items within the office (e.g. mail, messages, application packets, packages, supplies, etc.) for the purpose of ensuring receipt and delivery to addressee. * Answers phone system for the purpose of screening calls,…...

Similar Documents

Job Description

...Front Desk Job Description Front desk job description involves greeting and welcoming guests or clients, answering their queries, providing them with necessary information and maintaining records, receiving payments, etc. They are also responsible for promoting various offers and services of the organization they are working with. Front desk agents are the face of the company, hotel or hospital. They are the first ones to greet business associates, guests, patients, etc. Front desk job is an important job, because the impression one has about a particular place will depend on interaction one had with the front desk official. A rude, haughty front desk official will spoil one's impression about the place entirely. Thus, the primary role of a front desk official is to present the organization in the best possible manner. Front desk job description or receptionist job description will vary from one industry to another. An operations supervisor has many different functions in many different career fields. The main responsibility of an operations supervisor is to ensure that the processes and employees working under him are working smoothly and efficiently. An operations clerk handles office duties for a company’s top executive. Sounds simple, but the responsibilities of an operations clerk are vital in helping a company run smoothly. Operations clerks answer phones, greet clients, schedule appointments, type reports and letters written by chief officers, and handle an array...

Words: 1504 - Pages: 7

Job Description

...Job Description – Office Manager Job Purpose: Supports company operations by maintaining office systems. Duties: • Maintain office services by organizing day to day operations and its procedures; preparing payroll; controlling correspondence incoming and outgoing faxes; designing filing systems; document control, managing supply requisitions with the approved budget for MPAM, managing clerical functions. • Provides historical reference by defining procedures for retention, protection, retrieval, transfer, and disposal of records after its expiration period. • Maintains office efficiency by planning and implementing office systems, layouts, and procurement of equipments. • Designs and implements office policies by establishing standards and procedures; measuring results against standards; making necessary adjustments. • Completes various tasks based on the requirements and follow up on work results. • Keep management informed by reviewing and analyzing special reports; summarizing information; identifying trends. • Maintains professional and technical knowledge by attending educational workshops on the web; reviewing professional publications; establishing networks; participating in professional societies. • Achieves financial objectives by preparing an annual budget; scheduling expenditures; analyzing variances; initiating corrective actions. • Contribute effort to accomplish related results as......

Words: 737 - Pages: 3

Job Description

...Analyzing a Job – HR Generalist Job Description Tamisa Barrow HRM 531 February 18, 2013 Professor Terri Trent Analyzing a Job Part of analyzing a job is understanding what the job may entail and understanding the industry of the organization. Job analyzing is a good component to use while creating a job description. Aiken Staffing is a locally owned staffing agency that was founded in 1979. They service the staffing needs of local employers by offering highly skilled personnel for contract, permanent, or temporary jobs. Natalie Carlisle (personal communication, February 15, 2013) The Aiken Staffing corporate office will begin recruiting for an internal position of an HR Generalist. The perspective would be required to perform a number of human resources duties. The business is growing and the corporate needs to expand their office personnel as new locations will be opening soon. An interview was conducted with Human Resource Manager Natalie Carlisle, to compile information about the job to help create a job description. References History of Corporate Excellence. (2013). Retrieved from ...

Words: 442 - Pages: 2

Job Description

... Job Description name BUS303: Human Resources Management Instructor 16 June 2013 Job Description My job description is vast in scope. I do a lot of different things from receive, inspect, inventory, load/unload, store, issue and deliver supplies and equipment. I also maintain automated supply system for accounting of organizational and installation supplies and equipment, issue and receive small arms. Secure and control weapons and ammunition in security areas. Schedule and perform preventive and organizational maintenance on weapons and operate unit level computers just to name a few. Tasks varied on a case by case basis and the level of difficulty depends on the situation. Daily I have to deal with different things that come up at the office, depending what’s on the schedule or calendar I could have my section go to the range to qualify with their weapons which is on a semi-annually basis or taking the physical fitness test which is also semi-annually. There is also the gas chamber that soldiers go in to practice for chemical biological radiological and nuclear (CBRN) situations. These are just a few schedule tasks that are planned, now the ones that are nor planned, daily routine are: issuing weapons to soldiers so they can clean them or go to the range for qualification, conduct quarterly maintenance on weapons, issue supplies to the company, order supplies from the supply ware house, turn in unserviceable equipment, conduct lateral transfers from one......

Words: 883 - Pages: 4

Job Description

...As there are many different types of Administrative positions in the medical field the Administrative assistant provides assistance to the top administrators in the organization and is a position that gives a person the much needed experience in learning the day to day task and responsibilities of the facility. The assistant is higher in the chain of command than an employee such as a secretary or receptionist. There are several titles that this job can be called such as Medical Service Manager Assistant, Healthcare Office Manager Assistant and Practice Manager Assistant. This paper will discuss some of the task, tools and technology, knowledge, skills and abilities and the educational requirements of an assistant that is slowly taking over the head administrative position in an office. The task of the Administrative assistant would start off as: o Supervise the work of office, administrative, or customer service employees to ensure adherence to quality standards, deadlines, and proper procedures, correcting errors or problems. o Discuss job performance problems with employees to identify causes and issues and to work on resolving problems. o Train or instruct employees in job duties or company policies or arrange for training to be provided. Once the assistant has a deep knowledge and understanding of those tasks, they will be given more tasks to handle, such as recruit, interview, and select employees, review records or reports pertaining to activities such as......

Words: 591 - Pages: 3

New Administrative Assistant in the Research Branch

...Case Study #1 New Administrative Assistant in the Research Branch 1. Facts of the case The basic problem of the case study is Sue’s overall unsatisfactory working performance and failure to keep up with her job responsibilities. The fact that she is facing personal family related issues and problems has to be taken into account, however the leader and the other four members of the team have many complaints. 2. Description of the problems More specifically, she constantly needs assistance from her colleagues in the research branch in order to fulfill her job requirements even though she, more often than not, works overtime. Moreover, she is not competent to tackle new tasks and projects if she doesn’t already have previous related experience and hasn’t been given clear instructions. She routinely needs help on making any graphs that were not exactly like those she was tutored during her training program and, in addition, she generally ignores instructions she is unsure of and appears to be distracted at work. The four members of the team are tired of Sue’s underperformance and feel that she is consuming their energy and negatively affecting their ability to fulfill their own work responsibilities and projects. 3. Theoretical framework The leader of the branch has to make some decisions and take the necessary course of action in order to address the problem on hand. However, these decisions will make sense only in the context of how the leader and the followers (four......

Words: 464 - Pages: 2

Job Description

...Job Description Art consultant/sales Gagosian gallery The Art Consultant will work with the existing team of consultants and resources to create art programs based around our clients' needs. The Art Consultant is responsible for assembling artwork concepts based on client needs and project parameters, communicating directly with clients and artists, preparing artwork specifications, and following through on all production throughout the procurement phase of all projects. Substantial travel is required for client meetings and trade shows.

 Candidate must have: 
• Desire to work hard, we are an ambitious firm with demanding clients and we work on tight deadlines. • Passion for Art.
 • Excellent attitude and desire to work in team environment.
 • Experience in art consulting preferred.
 • Some hospitality or corporate interior design experience preferred.
 • Strong organizational and communication skills. • Ability to handle multiple projects simultaneously and meet deadlines consistently.
 • Ability to read and understand floor plans and elevations.
 • Ability to work independently and as a close team member. • Ability to employ creative and innovative thought processes.
 • Professional and ethical.
 • Proficiency in Photoshop, Microsoft Windows, Word, Excel and Outlook.

Preferred Education: Bachelors Degree • identifying potential acquisitions • raising capital for new collections • managing investor relations • handling administrative compliance for the......

Words: 366 - Pages: 2

Administrative Assistant

...Administrative Assistant – Angela American River College (ARC) is a California community college. There are teachers, deans, supervisors, receptionist, counselor, administrative professional, Students, student personal assistant and many more. Types of work/tasks : * dealing with post * making sure that there is enough stationery * answering the telephone and passing on calls * reception duties such as greeting and looking after visitors * typing and setting up documents such as letters and reports * keeping computer records up to date * filing * using office equipment such as printers, photocopiers and fax machines * managing staff appointments * setting up meetings and taking minutes * making travel arrangements for staff. Skills/Qualifications: * Time Management Skills * Team Player * Verbal Communication * Peacemaker * Competence * Handles Politics and Confidentiality * Reporting Skills, * Writing Skills, * Microsoft Office Skills, * Managing Processes, * Organization, * Analyzing Information , * Professionalism, * Problem Solving, * Supply Management, * Inventory Control Traits: * 1. Have diplomacy and an even temperament * 2. You either get it or you don’t * 3. Be proactive, but walk the fine line of not stepping on anyone’s toes * 4. Everything is urgent until it’s not * 5. Care a lot or do well anyway because it’s......

Words: 286 - Pages: 2

Job Description-Assistant Professor

...NATIONAL UNIVERSITY OF MODERN LANGUAGES DEPARTMENT OF MANAGEMENT SCIENCES LAHORE CAMPUS Submitted by: Maj Abdul Malik Submitted to: Mrs Rabia Salman Assignment: JD & JS Class: MBA 2nd Semester (Evening) Date: Feb 14, 2011 National University of Modern Languages Job Title : Assistant Professor | Job Code : E 3073 | Recommended Salary Grade : 65,000 | EEOC : | Job Family : Instructions | Report To : Regional Director | Division : Higher Education | Location : Empress Road, Lahore | Department : Management Sciences | Joining Date : May14, 2011 | SUMMARY The person required for management science department will be responsible to impart knowledge and instructions to MBA students on stat and Business Mathematics. More so he would be responsible to head the financial part of management department. Person should be conversant with use of multimedia and modern teaching devices. The individual will be exposed to national and international gatherings on the subject of enhancement of career. SCOPE AND IMPACT OF JOB He/ she will be made responsible of following:- a. In charge of financial subjects of the management sciences department, especially preparation of course outlines for economics, stats, financial management and business mathematics. b. Take classes on the above given subjects. c. Supervise the performance of associates. d. Monitor the performance of students through......

Words: 352 - Pages: 2

Job Description

...JOB DESCRIPTION AND SPECIFICAITONS JOB TITLE: Assistant Human Resource Manager SUPERVISOR’S TITLE: DEPARTMENT: Human Resource JOB CODE: HUM0125V General Summary: Responsible for providing first-class Emergency service to the Hr Manager and management team to deliver an excellent staff experience while assisting with Hr strategy. Essential Duties and Responsibilities: 1. Provide and deliver first-class ER services to Hr Manager and management team 2. Assist HR Manager with Hr strategy including succession planning processes in individual hotels 3. Manage employee relations issues in the hotel in a confidential manner, including disciplinaries, grievances, and capability 4. Ensure recruitment and selection process is adhered to and ensure that appropriate immigration checks are carried out 5. Help achieve departmental goals 6. Support the hotel with departmental training requirements 7. Control costs when possible and assist in meeting hotel/departmental financial targets 8. Ensure pay reviews/absence monitoring/wage queries are managed in line with company guidelines 9. Ensure completion of training for hotel security, fire regulations and other health and safety legislation 10. Work with local organizations and schools to promote the hospitality industry 11. Assist and resolve team member and management queries. 12. Perform related duties as assigned or as the situation dictates Required Knowledge,......

Words: 411 - Pages: 2

Medical Administrative Assistant

...Medical assistants perform administrative and clinical tasks to keep the offices of physicians, podiatrists, chiropractors, and other health practitioners running smoothly. The duties of medical assistants vary from office to office, depending on the location and size of the practice and the practitioner's specialty. In small practices, medical assistants usually do many different kinds of tasks, handling both administrative and clinical duties and reporting directly to an office manager, physician, or other health practitioner. Those in large practices tend to specialize in a particular area, under the supervision of department administrators. Medical assistants should not be confused with physician assistants, who examine, diagnose, and treat patients under the direct supervision of a physician ( Some medical assistants may help doctors examine and treat patients. They may check the height, weight, temperature, and blood pressure of each patient. Assistants write down patients' medical histories and run simple laboratory tests. Sometimes they answer patients' questions about medicines and treatment at home. Assistants may also give injections, apply bandages, and take X-rays. Many assistants take electrocardiograms, which measure the electrical impulses of the heart. Medical assistants are sometimes in charge of buying and maintaining medical equipment and furniture for the doctor's office. They may also act as office managers. They plan the doctor's......

Words: 1320 - Pages: 6

Job Description

...employee. Eg; by respecting, listening, get employee involved (Bolden-Barrett. V.,(n.d.). (LaMar, D. (n.d.). Job satisfaction is critical to high productivity, motivation and low employee turnover. Employers face the challenges of finding ways to increase job satisfaction so their businesses stay competitive. Job satisfaction is usually a combination of intrinsic and extrinsic. Considering, the type of task in the job and the condition of work, pay, coworker and supervisor. Job satisfaction is influenced by job expectation, eg; job security, pay, independence (employees have the resources they need to accomplish the tasks they have been assigned) or opportunity for advancement, workload & stress level, respect from co-workers, relationship with superior/supervisor, financial rewards, recognition, develop and /or train skills and potential (Syptak et al., n.d.). (Smith, G.P. (n.d.). Manager must be aware about evaluating and measuring job satisfaction. Evaluate company’s practice performance in the area of job satisfaction and to identify area which needs improvement, which is structured around Frederick Herzberg's motivation-“hygiene” theory. Addressing hygiene issues first to create an environment in which employee satisfaction and motivation are even possible before moving on with motivators (Syptak et al., n.d.). (Smith, G.P. (n.d.). Company and administrative policies - An organization's policies must be clear, relevant, and fair and apply equally to all. Create......

Words: 3164 - Pages: 13

Job Description

...If you really require a job description to do your job, then I don’t want you working for my company. You see I expect you to know what your overall responsibilities are and I expect you to fulfill them. Yes we will provide orientation and training where required, but we don’t provide you with a strict “To Do” list that you must meticulously follow. We want you to do whatever is required to get the overall work done and that may vary; it may even entail cleaning up, heaven forbid, even though it’s not in your job description. Worse yet, it may even require you to make independent decisions that aren’t detailed in your job description. We often hear managers talk about the necessity and importance of having clear up-dated job descriptions for all staff. I’ve made a habit of asking them if they have one themselves; the answer is usually no. I further ask them if they need one to understand what their responsibilities are. They start to look slightly uncomfortable and say no they don’t. So why do all their staff require job descriptions? Are they less intelligent, less responsible, less able to think for themselves? Or do they need to have all of their actions and initiative controlled? A job description has traditionally been expected to outline what the duties and responsibilities of a position are. All too often this has become a 2 to 3 page or even longer “To Do” list rather than a brief one-paragraph outline. We have seen 7 page descriptions in the public service.......

Words: 1028 - Pages: 5

Job Descriptions

...Job descriptions is a communication tool used to seek the “brightest, most competent, flexible, reliable, multifaceted,” (Heathfield, 2012) experienced individual to maintain the organization’s success. However, job descriptions have their downside such as the information becoming dated, listing too high of an education or experience or failing to list a specialized skill set, and quoting low salary, too vague, and immeasurable expectations. “The best job descriptions are living, breathing documents that are updated as responsibilities changes” Job Analysis Job analysis is the process of developing a thorough understanding of the various attributes of the position. You can use Worksheet 1, Job Analysis Form (pp. 5-6), to help guide the job analysis process and organize your results. A complete job analysis should provide you with information on the: 1. Duties or responsibilities of the job: those tasks that are performed, the types of decisions the person in the position will make, and responsibility for record-keeping. 2. The qualifications needed to carry out the work: the physical abilities; general skills; previous experience; and special training, knowledge, or licenses required. 3. Work environment: the location and work conditions under which the job is performed and supervision and contacts with other business personnel, customers, and input suppliers. Discussing the position with current employees, if there are any, can often be a useful......

Words: 629 - Pages: 3

Job Description

...JOB DESCRIPTION Job Title: Team Leader Reports to: Manager Staffing Responsibilities: Recruitment Consultants Job Summary / Purpose: Overall responsibility for Team success by agreeing, implementing and monitoring individual and Team objectives and targets whilst ensuring company policies and procedures are adhered to. Main Duties and Responsibilities Sales/Business Development • Monitor Team performance and activity • Serve clients, identify their needs and provide feedback on the success of filling jobs • Client Visits – build relationships and review branch performance • Canvass calls – to seek new business opportunities • Negotiate rates and fees, close deals • Write weekly figures and reports • Monitor and control advertising content and spend • Collate focus lists • Identify opportunities for business development • Conduct market analysis to generate leads and maintain competitive awareness • Fill bookings/permanent jobs and conduct interviews for candidates • Networking with clients, team and group networked branches • Assist the Branch Manager/Regional Manager with collating information relating to Tender applications People Management • Hold weekly meetings; discuss task delegation and review issues • In conjunction with your Branch Manager set quarterly targets and objectives • Branch communication – encourage respect and open communication ...

Words: 692 - Pages: 3