Job Classification: Non-Exempt, Full-time Reporting Relationship: Manager Primary Accountability: The Office Assistant is responsible for answering and routing incoming telephone calls as well as taking and relaying messages, greeting visitors and performing general clerical duties. Major
Duties:
- Professionally administers all incoming calls which includes paging, transferring and screening calls.
- Takes and relays messages for drivers.
- Collects payments from customers and enters information into Lynx system on a daily basis.
- Answers customer questions in a timely manner.
- Checks the general mailbox each morning as well as picks up and drops of mail to designated employees.
- Greets all visitors and callers with a pleasant attitude.
- Provides general administrative, communication, and organization support to staff.
- Performs general administrative tasks which include mailing documents, copying, organizing, scanning and faxing, and maintaining Prairie Band Propane facilities.
- Opens and distributes the mail to employees in the office.
- Receives, routes, and sends faxes to appropriate staff in a timely fashion.
- Maintains office calendars both electronic and paper as well as coordinates office activities.
- Ensures the reception area maintains a professional appearance at all times.
- Maintains documentation by scanning, archiving and other methods of converting physical files to electronic format.
- Organizes, purchases, displays and distributes marketing materials such as business cards, brochures, annual reports and other marketing materials.
- Orders and organizes office, cleaning and staff supplies.
- Ensures facilities, telephones, office equipment and appliances are maintained and in working condition, facilitates outside vendors, as needed.
- Maintains directory of office numbers and important information. Bookkeeping
- Assists with various accounts payable duties including but not limited to organizing invoices, entering bills, mailing checks and organizing documents.
- Assists with various accounts receivable duties including but not limited to entering and printing invoices, gathering data for invoices and depositing checks.
- Verifies weekly deposits with Management.
- Maintains inventory and fixed asset database.
- Gathers and enters data for various Management projects.
- Files and scans bookkeeping documentation.
- Performs additional duties as assigned by Management. Additional
Duties:
- Additional duties and responsibilities may be added to this Job Description at any time.
- The Job Description does not state or imply that these are the only activities to be performed by the employee holding this position.
- Employees are required to follow any other job-related instructions and to perform any other job-related responsibilities as requested by their supervisor.
