Administrative Assistant

Primary Functions: Strong Microsoft Excel Skills Needed

1. Assists the Manager(s) to which they are assigned with defined administrative duties of each Manager's responsibilities and/or the respective company Department to which the Administrative Assistant is assigned.

2. Support and take direction to perform administrative tasks as defined herein from other senior Departmental personnel.

3. Administrative duties typically include maintaining hardcopy and electronic records, files and logs per departmental processes and procedures and in accordance with company network folders. Ensures that these electronic and hardcopy records, files and logs are updated and organized on a continual basis.

4. Responsible for communicating on behalf of the manager(s) by way of memos, emails, letters, telephone, presentations, mailings, and direct conversations. This includes typing and data entry utilizing Word, Adobe Acrobat/Foxit, Excel and Powerpoint.

5. Receives and screens external and internal calls and communications, and schedules meetings and appointments with the appropriate manager(s). Attend in person and virtual meetings in support of the Manager and/or other departmental personnel and keep notes, minutes and sign in sheets as assigned.

6. Interfaces with customers, suppliers, other internal departments, and Departmental associates on behalf of the assigned Manager and other departmental personnel to perform the Administrative Assistant’s assigned duties.

7. As an Administrative Assistant ensure that confidentiality and appropriate controls are maintained in the creation, handling, maintenance, and distribution of corporate and personnel records as required by the assigned job responsibilities.

8. Follows ISO 9001:2015 and other written procedures and guidelines required for performing specifically assigned responsibilities. The supervising manager will define common and recurring responsibilities in writing to the Administrative Assistant.

9. Utilize Global Shop for purpose of keeping time, pulling reports, researching project, purchasing, bill of materials, material delivery status, and other functions as required to perform Departmental responsibilities.

Secondary Functions: The Administrative Assistant (AA) may be assigned in a backup role to fill in for people who are temporarily not available to perform their duties. This may be to temporarily perform certain duties and tasks for which the is trained, and competent. The backup role may be for an assigned Manager, secretary, receptionist, or other position.

If required, due to the absence of other administrative personnel, support the company Receptionist in answering telephones, handling visitors to Vital Link, Inc. facilities, and performing other functions of the Receptionist position. This duty may be performed daily during lunch hour and other breaks of the Receptionist, or otherwise in her absence. Duties performed as backup to the Receptionist may include light driving of personal and/or company vehicles to complete errands, including mail handling/drop off, supply pickup, bank deposits, and light housekeeping. The Administrative Assistant therefore must maintain an acceptable driving record and have the physical capability to perform these duties.

Education: A high school degree and a business Associates Degree or equivalent in business experience is required. The Administrative Assistant should be willing to pursue additional training to sharpen or add skills as needed.

Experience: The Administrative Assistant must possess a minimum of two (2) years’ experience as a secretary, clerk, or administrative assistant in a construction, manufacturing, or service business. Appropriate education may be substituted for work experience.

Training: Formal training in relevant disciplines may be substituted for a portion of the required education as deemed relevant by the HR and Department Managers. The successful candidate is assumed to have at least minimal proficiency in Microsoft Office software including Word, Excel and PowerPoint. After hiring, the Administrative Assistant must be further trained in the skills required to perform as described in this job description.

Licenses/Certification: None is required.

Skills, Knowledge and Abilities: Must have poise, self-assured, and personable, good written, organizational, and verbal communication skills and the ability to work with and create computer spreadsheets, memos, letters, charts, graphs, schedules, and be able to proficiently operate the company data base software (Global Shop) as it relates to the area of responsibility. Must be able to read, analyze and interpret common business documents. Must be able to read and write English well enough to read and prepare reports, communicate effectively with all associates, suppliers, and customers required to effectively perform assigned duties. Must be capable of applying sound judgment to all required decisions and follow company processes and procedures as they apply to the tasks at hand. Must have ability to handle multiple tasks, have strong teamwork skills, and ability to obtain cooperation of others in submitting required documentation and reports in a complete and timely manner.

Special skills may be required when assigned to certain departments. For example, an Administrative Assistant assigned to Engineering or Production control may need to learn certain aspects of CAD or EJE software.

Physical: The physical demands described here are representative of those that must be met by the employee to successfully perform the essential functions of this job.

Body Positions: Regularly required sitting, with some standing and walking.

Body Movements: The employee must have a full range of body movements including the use of hands to fingers, handle or feel objects, computer equipment and peripherals, and bending, reaching and crouching.

Body Senses: Must have command of sight, hearing, and touch. Specific vision abilities required include close vision, depth perception, and the ability to adjust and focus. These vision requirements in each area must be sufficient to shift in focus from computer screens to close forms and back routinely. Must hear and speak well enough to conduct business over the telephone.

Strength: Ability to lift moderate weight – five (5) to ten (10) pounds represented by office records and documents.

Working Conditions: This position will be working primarily indoors in a climate controlled, smoke free office environment. Temporary attendance at meetings off campus or at a construction type job site may be required. More frequent visits for meetings or interface with other employees and Departments on the manufacturing plant floor may be required, especially depending on the Department to which the Administrative Assistant is assigned. From this movement and activity the employee will encounter slightly varying temperatures from these areas. The noise level in the manufacturing plant or construction type job site is usually moderate but may be higher, especially in the manufacturing work sites. This will require use of appropriate company provided Personal Protective Equipment (PPE) such as safety glasses, hearing protection or hard hats as dictated by applicable corporate and OSHA safety rules.

Usually eight (8) to ten (10) hour workdays per week with occasional Saturday work, as well as additional early and/or late workdays to accommodate special business circumstances.