Office Administrator Job Description Sample
CRITICAL POSITION - REFERRALS WELCOMED
Active Secret - required at time of application
Kenjya-Trusant is seeking a candidate to fill the role of Office Administrator to support the Bureau of Democracy, Human Rights and Labor, Office of the Assistant Secretary (DRL/FO)
DUTIES AND RESPONSIBILITIES:
- Represent the SE and SRILA by monitoring and reviewing all incoming and outgoing correspondence/action and determining the proper action to be taken, with consultation only as necessary.
- Forward assignments to appropriate staff members.
- Apply editorial skills and knowledge in proofreading and edit completed work to ensure that the proper clearances and coordination have been obtained and completed assignments meet objectives.
- Applies overall knowledge of the office functions to screen and route material of a special interest or sensitive nature directly to the Office Director when appropriate.
- Maintain SE and SRILA’s calendars and schedule meetings, both internally and externally, and speaking engagements.
- Ensure time and attendance on TATEL is accurate for SE and SRILA’s direct reports and other FO staff as needed.
- Serve as the Travel Arranger for the SE, SRILA and other FO individuals as necessary, including preparing travel authorizations, obtaining visas and making reservations; working with the OES-DRL/EX Travel Team in closing out travel vouchers; and uploading receipts.
- Assist in data entry for annual performance evaluations of staff via ePerformance software system
- Guiding procurement of office supplies.
- Keep office phone lists, safe combination information, and other internal information up to date and distributed on an as-needed basis.
- Provide courteous and responsive service to visitors and callers, including by answering the phone and buzzing visitors in to the suite, and escorting visitors for the SE, SRILA, and others as appropriate within the building.
- Run errands related to State Department business as necessary. Photocopy and fax documents.
- Track travel and office expenses as needed
- Exercising independent judgment in performing and executing duties.
- Making recommendations to promote efficiency and productivity and fulfill mission requirements.
- Processing time and attendance via TATEL.
- Arranging staff travel through the E2Solutions travel management software.
- Managing the SE and SRILA’s performance management process and yearly staff evaluations, including through the ePerformance software system.
- Procuring office supplies via Arriba system.
- Scheduling meetings and ensuring appropriate calendar accuracy. General word processing and other office support functions.
The incumbent is responsible for a wide range of complex administrative tasks in support of key members of the JMCRS management team. The dynamic nature of this work environment requires that the ideal candidate function independently, has exemplary time management skills, identify and anticipate departmental needs and apply creative problem solving skills to unique administrative challenges. To perform this job successfully an individual must be able to handle highly sensitive and confidential financial, personnel and institutional information while exercising professionalism and discretion.
Performs routine administrative tasks with minimal supervision (i.e. maintains sensitive files, answers and directs incoming phone calls as appropriate, maintains calendars, schedules meeting, arranges travels, processes all travel expense reports and expenditures for reimbursement. Coordinates interviews with job applicants; prepares schedule and escorts candidates to appointments).
Facilitate and coordinate meetings and special events that include internal as well as external participants (i.e. local governmental officials). Make travel arrangements for guests/candidates, secures lodging, prepare agendas and local ground transportation. Arrange for catering and work with the facilities department/multi-media to setup the rooms.
Acquire travel request authorization (TRA) numbers, schedules domestic and international travel arrangements for JMCRS staff as directed. Process and submit travel and expense reports in a timely manner. Experience using Concur preferred.
Manages calendars and organizes schedules for the team. Ensures the smooth and efficient running of the office through effective planning, organization and time management.
This position will provide backup support to the General Managers Executive Assistant.
Identifies departmental needs and challenges and implements approved solutions.
May offer training and guidance to less experienced administrative staff within the department or in another department as needed. Has the capability of supervising less experienced administrative staff as JMCRS grows.
Other duties as assigned.
Knowledge of administrative processes as would typically be acquired through five (5) years of work in a professional business environment working senior level management and an Associate's degree in Business Administration or closely related discipline.
Able to multi-task on a variety of assignments while remaining focused and professional. Needs to be flexible and adaptable in dealing with changing priorities and tasks.
Must be self-motivated and have the ability to exercise initiative, work independently and as part of a team.
Excellent written and verbal communication, organizational skills and demonstrated ability to manage details accurately.
Strong interpersonal skills to work in a high-profile environment requiring discretion, judgment, tact, diplomacy.
Superior computer skills in Salesforce, Microsoft Office software including Outlook, Word and Excel.
Exemplary time management and follow-up skills.
The Jackson Laboratory (www.jax.org) is a nonprofit biomedical research institute with over 1,800 employees across three campuses nationwide. Our mission is to discover precise genomic solutions for human disease, and to empower the global biomedical community in the shared quest to improve human health. JAX's research institute in Connecticut, The Jackson Laboratory for Genomic Medicine (JAX-GM), is transforming medicine by improving patient care, lowering costs, and increasing life span and health span. JAX-GM's research focuses on the complex genetic causes of disease, and on the development of genomic solutions tailored to each person's unique genetic makeup.
JAX-GM sits on a 17-acre site on the campus of the University of Connecticut Health Center. The 183,500-square-foot facility opened in the fall of 2014. Now, it houses over 300 biomedical researchers, technicians and support staff in state-of-the-art computing facilities and laboratories. Our employees work in a collaborative, value-driven, and team-based environment where the focus is on advancing science and improving patients' lives.
JAX-GM resides in the scenic town of Farmington, in the state's capitol region. The Hartford region, which offers some of the best public schools in the country, is made up of both bigger cities and smaller, charming historic New England towns. JAX-GM is also geographically located within 2 hours of Boston and New York and is close to multiple transportation systems including bus lines, highways, railroads and international airports.
INTEGRITY - Courage and commitment to do what is right
PEOPLE - Inspiring our people to enhance the health of all
ONE TEAM - Unified by our promise to transform medicine and science
EXCELLENCE - Achieving world-class results
INNOVATION - Leading with discovery and creative solutions
STEWARDSHIP - Caring for and enhancing the resources entrusted to us
What do we have to offer?
JAX offers a dynamic and supportive work environment, competitive salaries and a comprehensive benefits package including a medical plan, outstanding retirement plan, generous paid time off and tuition reimbursement. JAX offers an MBA program, a fitness center with an award winning wellness program, and a fully operational primary care facility available to employees and their families.
Most importantly, every position contributes to JAX's mission of discovering precise genomic solutions for human disease and empowering the global biomedical community in our shared quest to improve human health.
The Jackson Laboratory provides equal employment opportunities to all employees and applicants for employment in all job classifications without regard to race, color, religion, age, mental disability, physical disability, medical condition, gender, sexual orientation, genetic information, ancestry, marital status, national origin, veteran status, and other classifications protected by applicable state and local non-discrimination laws.
Learn more about at opportunities at JAX at http://www.jax.org/careers
Accountemps is seeking an Office Administrator for a temporary to hire opportunity with a health facility here in Savannah. The Office Administrator will be responsible for maintaining the financial records on a monthly basis, perform clerical duties for the Executive Director, perform computer maintenance and training, as well as customer service and general office support functions. Duties: ? Preparing accounts payable/receivables, payroll and taxes ? Deposit and/or mail payroll taxes to appropriate revenue department ? Prepare annual estimates of expenditure, prepare annual grant budget worksheets and invoices, maintain budgetary and inventory controls and make recommendations to management ? Preparing a balance sheet, income statement, and bank reconciliation ? Preparing monthly, quarterly and year-end financial reports ? Prepare end of year W-2?s and 1099-misc forms ? Prepare information for annual audit and take to auditor ? Answering the telephone ? Order supplies and organizes shelves ? Contact maintenance contractors when needed ? Pick up mail and ensure that mail goes out each day ? File maintenance
Accounts Payable, Accounts Receivable, Payroll, Budgeting, QuickBooks, W2 - 1099 - T4 Preparation
Employment Type: Temporary-to-full-time
Forward Air Inc. is a publicly traded (NASDQ: FWRD) and highly respected transportation and logistics Company with revenues of approximately $1B annually. We are a growth-oriented company that has doubled in size over the past 5 years. We have an aggressive growth strategy and need great talent to help us achieve our goals. As an industry leader - we are dedicated to finding and developing the best people. We want individuals who share our core values and demonstrate a true passion for what we do. Forward Air offers excellent compensation and benefits packages to our employees, as well as tremendous growth opportunities for top performers.
Position: Office Administrator
The Office administrator position will play an integral role in the organizational strength of our company. The Office Administrator will provide administrative support to all managers. These responsibilities may include but not limited to: clerical duties, filing, answering phone calls, revenue billing, responding to emails, assist in driver training and onboarding documents for new drivers. Qualified candidates will have a friendly demeanor, strong ability to multi-task and pay close attention to detail.
Core Responsibilities & Duties:
Analyze and organize office operations and procedures such as information management, filing systems, supply requisitions, and other driver services
Oversee office staff functions, including office supply levels, equipment maintenance, procedures manuals, forms, and direct cross training of staff
Maximize office productivity through proficient use of appropriate software applications
Establish uniform correspondence procedures and style practices
Create and maintain filing system for warehouse records, such as scheduling information, consignee records, shipping/receiving records and customer files
Maintain contact with customers, ensuring high level of customer satisfaction
Complete other duties as requested and ability to work some extended hours to include nights and weekends, as needed
Other duties as assigned
Strong customer service skills with focus on performance recognition
Ability to establish credibility and be decisive, but able to recognize and support the customer's preferences and priorities
Proficiency in planning written and verbal communications
Strong technical skills (i.e., Microsoft Word, PowerPoint, Excel 2007, web based applications, etc.)
Excellent interpersonal skills both written and oral
Ability to work independently and prioritize multiple objectives in a fast-paced environment while delivering quality outcomes
Experience working in a transportation office environment a plus
Make decisions and or final recommendations which affect multiple departments
Intermodal transportation exposure is a plus
All applicants are subject to a criminal background investigation
Ideal candidate will possess a can do attitude with a will do work ethic
Must have the ability to work in a fast paced environment
Strong verbal and written communication skills
Experience with AS400 operating systems is a plus
Transportation industry knowledge and experience is a plus
We recognize people as our most valuable asset. Our competitive salary and benefits package includes 401K, stock ownership plans, dental insurance, medical insurance, disability benefits, prescription drug coverage, confidential employee assistance programs, life insurance, vision care plan, paid sick time, paid company holidays, and paid vacations.
Forward Air is an Equal Opportunity employer.
Middlebury Hardwood Products, a Division of Patrick Industries, located in Middlebury, Indiana is currently hiring a full time Office Administrator. As the first contact for all inquiries, the Office Administrator will also work to support different departments throughout the facility and must maintain confidentiality, professionalism, confidence and a Customer 1st Focus every day.
The Office Administrator will be the initial contact for onsite visitors entering the building which will include greeting all incoming traffic and answering and directing phone calls on a multiple line phone system and handling company inquiries. The position is a fast paced role with changing priorities throughout the day and will work closely with the Human Resource and Accounting Department to help with administrative duties.
Minimum of 3 years' experience working in a fast paced, office environment in a manufacturing environment
Those with A/P and/or payroll experience are highly desired
Excellent telephone skills reflecting a positive, professional and customer focused attitude
Working knowledge of MS Outlook, Word, and Excel
Must maintain confidentiality at all times
Strong interpersonal skills, able to work with staff at all levels and in a team environment
Strong attention to detail and problem solving skills, possessing a sales aptitude and interested in preventing errors and solving problems
Must maintain a professional appearance
Strong written and oral communication skills. Must have the ability to communicate potential problems in a professional manner
Ability to learn and embrace specific order management procedures and to follow instructions and policies related to order management
At Patrick Industries, our Customer First Culture has positioned us as a leading manufacturer and distributor to the RV and Manufactured Housing Industries. A focus on exceeding our customer's needs every day; anticipating and providing the products and service which they want; investing time and effort to understand our customers business, products, and needs; going beyond what is expected; and doing what we say we will do, is critical at every level of our organization.
Learn more about Patrick Industries, INC. www.patrickind.com
As a division of Patrick Industries, we offer a great benefit package including: Health care through BCBS with company funding of the Health Savings Account option, company matching 401K, comprehensive Dental and Vision plans, paid vacations and holidays, and fitness reimbursement.
Location: Scarborough, ME
Company: Scarborough, ME Hauling
Casella Waste Systems, Inc. [Nasdaq: CWST] is a regional solid waste, recycling and resource management services company that provides solid waste collection, transfer, disposal, recycling, and organics services. Casella operates facilities in 6 northeastern states, with just under 2000 employees, and annual revenues of approximately $599 million.
Casella Waste Systems, Inc. has opened a search for an experienced Office Administrator to join our team located in Scarborough, ME.
Responsibilities & Duties:
Data entry (productivity for all LOB's)
Print, organize, and distribute daily route sheets for the drivers
Add any necessary information from drivers to customer accounts
Debrief each driver at the end of their route
Responsible for maintaining clean, organized and presentable workspace
Take calls to assist outside roll off sales rep
Set up new accounts for our existing contractor customers
File all route sheets and service agreements in a timely manner
Addition or removal of items are subject to change
Education, Experience & Certifications:
Proficiency with MS applications including Word, Excel, and Outlook
Ability to be a backup to the Dispatch department
Qualifications & Skills:
Strong organizational, interpersonal and time management skills
Ability to prioritize effectively in a fast paced environment
Strong Communication skills
Positive, team oriented attitude
Strong work ethic and self-sufficient
Open to personal and professional training and development
We offer excellent benefits including Medical, Dental, Vision, Disability Insurance, Life Insurance, Employee Stock Purchase Plan, and a 401(k) Plan.
Casella Waste Systems, Inc. is an Equal Opportunity Employer.
At Optiv, we're on a mission to help our clients make their businesses more secure. We're one of the fastest growing companies in a truly essential industry.
In your role at Optiv, you'll be inspired by a team of the brightest business and technical minds in cyber security. We are passionate champions for our clients, and know from experience that the best solutions for our clients' needs come from working hard together. As part of our team, your voice matters, and you will do important work that has impact, on people, businesses and nations. Our industry and our company move fast, and you can be sure that you will always have room to learn and grow. We're proud of our team and the important work we do to build confidence for a more connected world.
Who we are looking for:
At Optiv, we're on a mission to help our clients make their businesses more secure. We're one of the fastest growing companies in a truly essential industry. As part of our team, The Office Administrator acts as the face of the company, being the first person to greet guests and direct client, partner, and vendor phone calls. As such, an always pleasant, helpful, and mature demeanor along with the ability to problem solve are essential.
How you'll make an impact:
Answers and directs calls at main switchboard.
Performs visitor registration duties.
Assists with Executive Briefing Center set-up and clean-up coordination.
Assist Executive Briefing Team members.
Assists with conference room and hotel reservation requests from others, set-up, clean-up, and supply stocking.
Assists with visitor Wi-Fi set up.
Maintains orderliness of catering kitchens, common areas, and breakrooms.
Facilitates daily mail pick-up and distribution.
Assists with outgoing FedEx and metered mail.
Responsible to post signage as needed for equipment issues, or other notifications
Performs other duties as assigned
High school diploma or general education degree (GED) required.
2 or more years of corporate receptionist or administrative experience, or combined receptionist and administrative experience preferred
Intermediate level MS Outlook, Word, Excel and PowerPoint required, Visio preferred.
Professional appearance and demeanor required.
Punctuality and time management required.
Attention to detail and ability to multi-task required.
Strong organizational skills required.
Ability to work with minimal supervision required
Ability to work standard business hours Monday – Friday.
Why you'll love it here:
If you are seeking a culture that supports growth, fosters success and moves the industry forward, find your place at Optiv! Optiv's mission is to deliver comprehensive, integrated cybersecurity programs to optimize customer security programs to be more effective, efficient, manageable and measurable. Our aim is to become the world's largest cybersecurity solutions integrator by leveraging our expertise in security technology, market leading services, and innovative approaches. We have served more than 12,000 clients of various sizes across multiple industries, we offer an extensive geographic footprint, and have premium partnerships with more than 350 of the leading security product manufacturers. Optiv is a privately-held company backed by KKR, a leading global private equity firm.
With Optiv you can expect:
Entrepreneurial and collaborative environment
A competitive total rewards program
Professional training opportunities
Engaging and fun culture
Opportunity to work with industry leading, talented peers
This position entails greeting students, participating in morning check in, making appropriate inputs into the registration system, printing certificates, working on a multi-line phone system, general computer and office work and other duties as assigned. Also responsible for facility maintenance and vendor contract services, student registration, inventory management of courseware and technical training kits, and other general support services required for routine operation of the training facility.
Greet and direct visitors and/or students
Order business-related stationary, such as business cards, letterhead, envelopes and mailing labels
Order and stock all shipping supplies, i.e. FedEx, Airborne, Express Mail
Manage the facility's distribution center for courseware and office administration supplies. Establish and is accountable for reasonable controls to prevent loss and theft. Maintain stock of toner and paper supplies for all copy and fax machines
Sort and deliver incoming mail and faxes
Schedule and maintain cleanliness of conference rooms
Maintain cleanliness of break rooms and prepare coffee throughout the day.
Assist with filing (i.e. creation of files and file labels)
Work on special projects as needed (i.e. mailings, compiling of materials, etc.)
Experience and Skills:
Bachelor's degree, or equivalent.
Ideal candidate would be multi-tasked, customer service oriented, possess proper phone etiquette, and maintain a pleasant, friendly and professional demeanor.
Previous experience desired, but not necessary. Basic computer and typing skills required; knowledge of Microsoft Office a plus.
The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information.
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status.
Notice: NH Learning Group participates in E-Verify
NH Learning Group abides by the Pay Transparency Statement
At American Outdoor Brands (AOB), we are proud to offer some of the most popular names in the shooting, hunting, and rugged outdoor enthusiast markets. The facility in Columbia, MO houses two of the divisions that are part of the AOB Corporation.
Under the general direction of the two Division Presidents in Columbia, MO, this position will provide administrative support to the Presidents and Senior Leadership Team as well as office support tasks. The qualified candidate will have attention to detail, great interpersonal skills, with a can-do attitude.
Essential Duties and Responsibilities:
Provide general administrative service, such as scheduling, data entry, and creation of correspondence on behalf of team
Ability to run/generate reports as requested
Create and modify documents using Microsoft Office programs, including Word, Excel, Visio, and PowerPoint presentations
Stores, retrieves and integrates information for dissemination as required/requested by Senior Leadership Team
Maintain electronic and hard copy files as appropriate
Assisting as needed with event and meeting coordination (Board Meetings, Supplier visits, employee meetings/celebrations, etc.) sourcing vendors, coordination of travel arrangements, agendas/event schedules, etc.
Greeting guests and visitors as they arrive, as needed
Book travel (including international travel) and guest arrangements for the company, including airline, hotels, and restaurants
Administer and maintain Outlook schedules for the Senior Leadership Team
Schedule weekly required management team meetings
Answer phones for the Senior Leadership Team as required
Maintaining the schedules, supplies, and appearance of the facility conference rooms
Prepare materials for board meetings, sales trips, etc.- to include PowerPoint presentations and all other required documents and materials
Adhere to Confidentiality Agreement as this position may have access to confidential records
Be a point person for all vending and market needs/concerns
Order and deliver fruit, coffee, and other supplies to break areas and office supply cabinets for employees
Work safely and identify/report any safety hazards immediately
Maintain good housekeeping in personal area and all commons areas
Other duties as assigned
NOTE: This list presents only the principal duties of the position and is not intended to be comprehensive. The duties and responsibilities listed above may be changed or supplemented at any time in accordance with business needs and conditions.
Education and Experience:
- High School Diploma/GED; Business Courses preferred
- 2-5 Years Administrative experience; 5-8 Preferred
Competencies and Skills:
Great interpersonal skills, including telephone and email communication
Ability to gather and analyze information
General math skills
Types at least 45 WPM accurately
Excellent written and oral communication
Attentive to detail
Good organization skills
Ability to multitask
Proficient in Microsoft Outlook, Excel, PowerPoint, Word, etc.
Ability to maintain confidentiality
Regular and predictable attendance is required.
Some overtime is required in "off-hours" for business meetings/company events.
Ability to sit for prolonged periods of time in front of a computer.
Ability to move about facility on regular basis to perform physical activities, such as, but not limited to, lifting (up to 20 lbs. unassisted), bending, standing, climbing or walking.
Visual and hearing acuity.
NOTE: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Work Environment and Personal Protective Equipment:
- General office environment, with some exposure to plant environment, with fork lift and other general hazards.
Fall into the right position
- We are looking for a motivated, professional Office Administrator.
If you are outgoing, professional, motivated, drive to be successful and has excellent customer service and administrative skills, this could be an amazing opportunity for you.
- Temp to Hire
- Friday 8am-5pm
Hourly Pay - $18.00-$21.50 DOE
Email formal resume to:
The person will be responsible for managing projects and providing service to offices/locations around North America. They will answer the phone, provide reports, launch virtual tasks and training for candidates, partner with companies to assist them with administrative support tasks, set-up/assist candidates with search/job interview trainings.
Strong project coordination skills
Strong time management skills
Strong technology skills/ability to troubleshoot
Key strengths / traits:
Communicates effectively both in person and virtually
Dependable / team player (again the emphasis on virtual!)
Open to feedback, new challenges and ideas
ManpowerGroup is committed to providing equal employment opportunities in a professional, high quality work environment. It is the policy of ManpowerGroup and all of its subsidiaries to recruit, train, promote, transfer, pay and take all employment actions without regard to an employee's race, color, national origin, ancestry, sex, sexual orientation, gender identity, genetic information, religion, age, disability, protected veteran status, or any other basis protected by applicable law.
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