JOB SUMMARY:

The Administrative Assistant is responsible for performing a variety of administrative and clerical tasks for management and employees. Work involves answering calls, checking mail, preparing reports, and monitoring invoices. He/she performs duties such as financial record keeping, obtaining supplies, and working on special projects. Also, answers non-routine correspondence and assembles highly confidential and sensitive information, runs company errands, and updates administrative systems. Creates and modifies various documents and assists with general office duties. The Administrative Assistant must work independently and contribute to the company goal of maintaining customer satisfaction.

QUALIFICATION STANDARD:

Education & Experience:

• High School degree required; post High School education a plus.
• Experience with Microsoft OS & Office products.
• Experience in clerical or administrative support work preferred.
• Excellent verbal and written communication skills.

Knowledge, Skill & Abilities:

• Moderate lifting or exerting force of up to 20 pounds occasionally.
• Knowledge of office practices and administrative procedures.
• Knowledge of and experience in basic typing/word-processing, bookkeeping and other financial information, checking of charts or records and posting of information to a database/spreadsheet, following instructions as well as basic arithmetic functions.
• Communicates effectively and manages basic administrative issues. Conveys information and ideas clearly.
• Communicates tactfully and courteously whether in person, through email, or over the phone.
• Effective at listening to, understanding, and clarifying the concerns and issues raised by co-workers and customers.
• Maintains composure and objectivity under pressure. Shows initiative in job performance, including anticipating what needs to be done before it becomes a necessity.
• Works under minimal supervision. Independent judgment is necessary to select and apply the most appropriate of available procedures.

DUTIES & FUNCTIONS:

Essential:

• Answers phone calls, routes incoming calls, and takes messages
• View lobby camera, welcome visitors into the office and direct visitors to the appropriate staff
• Answer incoming calls and assume other receptionist duties
• Provide general support to visitors
• Receive deliveries, check for damage, and notify the appropriate personnel that the packages have arrived.
• Check mail and deliver to COO directly and other employees through their mail slots.
• Record checks in accounting program, electronically deposit checks, and maintain accurate records.
• Track and code expenses in accounting system
• Collection calling to clients regarding past due invoices
• Generate emails and reports when appropriate
• Consult with executive administrative assistants to handle requests and queries from management
• Special projects as assigned
• Approaches all encounters with customers and fellow employees in a friendly, service-oriented manner
• Maintains compliance with prototype:IT’s standards including regular attendance, grooming, and security guidelines

Marginal:

• Perform other duties as requested by management.
• Attend meetings/training as required by management.​​​​​​​
• Participates in continuing education.

Job Type: Full-time

Pay: $18.00 - $22.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible schedule
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Physical setting:

• Office

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Ability to commute/relocate:

• Lewisville, TX: Reliably commute or planning to relocate before starting work (Required)

Work Location: In person

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