Pro Staff

Administrative Assistant

Pro Staff
Houston, TX
Sep 26, 2019
Oct 26, 2019
Pro Staff
Job Type
Employment Status
Full Time
RESPONSIBILITIES:  Completes detailed work assignments and understands the components related to functional projects and tasks. Can work independently to establish work priorities in order to successfully meet customer expectations. Can perform more advanced administrative duties that require a broad knowledge of departmental policies and procedures with some guidance from more senior personnel.
•Works under some supervision performing complex administrative support duties requiring some judgment and initiative to determine the approach of action to take in non-routine situations.   •Applies a level of understanding of the organization, programs, and procedures related to the work of the department and/or team.   •Receives general instructions for routine projects and detailed instructions for more complex projects.   •Resolves most questions and problems and refers only most complex issues to higher levels.   •Most assignments are completed using standard processes and procedures, but may adapt techniques or processes to complete assignment. •Frequent internal contacts within and outside of department to furnish and obtain information.   •Answers inquiries and responds to correspondence from inside and outside the company.  Works with others to resolve problems.
MAIN TASKS: •Performs clerical and administrative duties including typing, proofreading and editing documents. Composes and may initiate routine correspondence and memorandums.   •Screens telephone calls and visitors. Takes accurate phone and verbal messages and ensures that messages are delivered in a timely manner. Independently resolves most inquiries. May handle confidential or sensitive information or issues. •Enters data from various sources into spreadsheets, verifies input and calculations.  Regularly develops original spreadsheets, databases and reports. Suggests improvements to increase efficiency and improve communication of departmental and functional information. •Assists department staff in developing and preparing complex presentation material. •Maintains efficient paper and electronic filing systems and ensures quick retrieval of requested documents. •Keeps well-informed of latest trends and technology related to administrative functions.  Identifies and suggests ways to improve the efficiency and effectiveness of the department. •Schedules and maintains calendar of appointments, meetings and travel itineraries for department staff and may coordinate related arrangements. Ensures accurate and timely communication to involved parties. •Plans, coordinates and makes arrangements for on-site and offsite Conferences, meetings and special events. Ensures accurate and timely communication to involved parties. •Assists with departmental human resource functions, which may include preparation of confidential personnel information and new hire orientation.  •Completes all training assigned in the learning management system in a timely manner.
REQUIREMENTS: •High school diploma or equivalent required.  •At least six years of experience.   •Broad knowledge of departmental function, terminology and interrelationships.  Solid understanding of policies and procedures that apply to assignments. Ability to evaluate and resolve problems independently.  •Strong interpersonal skills for inter-departmental and customer interaction. •Above average verbal and written communication skills in English, with good vocabulary, good grammatical skills and attention to detail. •Advanced proficiency in Microsoft Office (Word, Excel, and PowerPoint).  Ability to use advanced department-specific software packages. •Must have the ability to handle many diverse tasks simultaneously and be able to work effectively with interruptions.  Demonstrated ability to handle confidential or sensitive information or issues.   WORK ENVIRONMENT:  Office environment.  Occasional shop exposure may be necessary for short periods of time.  Fast paced atmosphere with multiple priorities and constant change.
PHYSICAL DEMANDS:  Frequent sitting and operating a computer or workstation.       

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