Administrative Assistant

JOB PURPOSE AND REPORTING STRUCTURE: Under the direction of and reporting to the Sales and Marketing Manager the Administrative Assistant performs a variety of duties supporting the sales and marketing activities of the company.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

Maintain change orders customer contact information estimated shipping dates shipping addresses billing address etc.

Obtain taxexempt information on all taxable customers.

Check all open orders daily and call shipping department with orders to ship.

Answer in coming telephone calls and greet company visitors routing callers/visitors to the appropriate individual or providing information or taking messages.

Generate and enter routine purchase orders into the computer system.

Type proposals.

Coordinate & schedule with Reps for trade shows sending out literature demo units booths etc.

Perform word processing services prepare and send out required correspondence in a timely fashion.

Perform typing and filing services as needed.

Arrange for delivery of important documents utilizing knowledge of service capabilities of delivery services (mail United Parcel Service etc.....

Responsible for keeping office supplies in stock and ordering special items when needed.

Maintain Rep. listings organization name addresses salesmen names contact information website address etc.

Sort and distribute incoming mail. Prepare outgoing mail for delivery to the post office.

Help Engineering Department as needed.

Perform miscellaneous tasks as assigned by management.

QUALIFICATION REQUIREMENTS: 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.

EDUCATION and/or EXPERIENCE:

Requires education generally equivalent to 4 years of high school and up to 3 months related experience in receptionist and clerical duties.

LANGUAGE SKILLS:

Ability to read and interpret instructions and correspondence. Ability to speak professionally and effectively communicate information.

MATHEMATICAL SKILLS:

Ability to perform basic calculation relating to order entry.

REASONING ABILITY:

Ability to apply commonsense understanding to carry out detailed instructions furnished in written and oral form. Ability to deal with problems involving several concrete variables in standardized situations.

OTHER SKILLS and ABILITIES:

The employee must be able to operate a variety of office equipment such as a receptionist telephone computer terminal postage meter and a calculator.

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 frequently required to sit stand walk talk and hear. Specific vision abilities required by this job include close vision and the ability to adjust focus.

• Walk: Rarely 1 5 up to 24 min/day)
• Sit: Constant 67 & more 51/2 hrs/day 8 hrs/day)
• Stand: Occasionally 633 up to 24 min21/2 hrs/day)
• Crawl: Rarely 1 5 up to 24 min/day)
• Twist: Rarely 1 5 up to 24 min/day)
• Forward Bend: Occasionally 633 up to 24 min21/2 hrs/day)
• Reach forward: Occasionally 633 up to 24 min21/2 hrs/day)
• Reach above shoulders: Rarely 1 5 up to 24 min/day)
• Reach to side: Rarely 1 5 up to 24 min/day)
• Reach Squat/Crouch: Rarely 1 5 up to 24 min/day)
• Reach Kneel: Rarely 1 5 up to 24 min/day)
• Reach Climb Stairs: Frequently 3466 up to 21/2 hrs 51/2 hrs/day)
• Reach Climb Ladder: Rarely 1 5 up to 24 min/day)
• Reach Drive: Rarely 1 5 up to 24 min/day)
• Head/Neck Static: Frequently 3466 up to 21/2 hrs 51/2 hrs/day)
• Head/Neck Rotate: Occasionally 633 up to 24 min21/2 hrs/day)
• Head/Neck Flex/Ext/Bending: Occasionally 633 up to 24 min21/2 hrs/day)
• Hand/Wrist/Forearm Fine Manipulation/Left: Frequently 3466 up to 21/2 hrs 51/2 hrs/day)
• Hand/Wrist/Forearm Fine Manipulation/Right: Frequently 3466 up to 21/2 hrs 51/2 hrs/day)
• Hand/Wrist/Forearm Twisting Forearm: Occasionally 633 up to 24 min21/2 hrs/day)
• Hand/Wrist/Forearm High Repetition: Frequently 3466 up to 21/2 hrs 51/2 hrs/day)
• Grip Force Light: Frequently 3466 up to 21/2 hrs 51/2 hrs/day)
• Grip Force Medium: Rarely 1 5 up to 24 min/day)
• Grip Force Firm: Rarely 1 5 up to 24 min/day)

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.

The noise level in the work environment is usually moderately low as what you would expect in an office environment.

COMMENTS:

Regular attendance is also required. The administrative assistant is the first employee to speak with telephone callers or visitors and as such must display tact and courtesy when greeting telephone callers/visitors. Must conduct themselves in a professional manner. The employee must also display initiative and seek out work during idle time.