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Administrative Assistant Position Description: The Administrative Assistant assists the General Manager in many activities such as providing

clerical support in an office setting where there is extensive communication between our clients and parent company in Mexico. Major Areas of Responsibility Major areas of responsibility include:

Responsible for effective office organization to include incoming mail and faxes and its distribution, answer incoming phones lines and directing calls and/or taking messages Establishes, develops, maintains and updates filing system for the General Manager and the department. Retrieves information from files when needed and maintains confidentiality of files. Schedule and plan conference calls and meetings to include the preparation of agendas and meeting minutes. Schedule transportation, both air and ground, and other normal business travel arrangements (flight, car rental, hotel, etc. per company policy). Send out packages via DHL, Federal Express or U.S. Mail as required. Review expense accounts and verify entries before final approval by the VP - International Sales and Service. Assist in developing forms, preparing reports and correspondence on computer specific to the department. Responsible for handling information requests, and performing clerical functions such as preparing correspondence and receiving visitors. Assist in creating and developing presentations for the General Manager. Assist the General Manager in the management of his schedule. Handle special assignments specifically related to the required functions of the department, as directed by the General Manager, and/or Sales Department. Assist Sales Manager as needed. Maintain vacation schedules for International Region and District Managers. Set priorities on all work assignments with time constraints. Independent judgment is required to plan, prioritize, and organize diversified workload and in recommending changes in department practices or procedures. Assist in gathering information for the Trend Report, Material Parts Listing, shipping etc. Prepare statistical data and verify accuracy of information while producing spreadsheets, letters, etc., for the district.

Primary Objectives: Beyond what the person in the position actually does, list the primary goals and objectives of the position for its overall contribution to the organization. For example, a Human Resources Manager might list items such as these:

Contribute to the growing of the Company. Coordinate and track shipments from the Parent Company in Mexico. Keep the Houston office in excellent conditions.

Specific Responsibilities of the Job Take each of the items listed in the Major Areas of Responsibility and flesh out the details. Start by using the listed major area of responsibility and add the details necessary to make job expectations and products clear in each major area of

responsibility. For example, an HR manager might detail a responsibility, Development of the Human Resources Department, like this: Development of the Human Resources Department

Oversees the implementation of Human Resources programs through Human Resources staff. Monitors administration to established standards and procedures. Identifies opportunities for improvement and resolves any discrepancies. 7 Oversees and manages the work of reporting Human Resources staff. Encourages the ongoing development of the Human Resources staff. Develops and monitors an annual budget that includes Human Resources services, employee recognition, sports teams support, company philanthropic giving, and administration. Selects and supervises Human Resources consultants, attorneys, and training specialists, and coordinates company use of insurance brokers, insurance carriers, pension administrators, and other outside sources. Conducts a continuing study of all Human Resources policies, programs, and practices to keep management informed of new developments. 8 Leads the development of department goals, objectives, and systems . 9 Establishes departmental measurements that support the accomplishment of the companys strategic goals . Directs the preparation and maintenance of such reports as are necessary to carry out the functions of the department. Prepares periodic reports for management, as necessary or requested, to track strategic goal accomplishment. Develops and administers programs, procedures, and guidelines to help align the workforce with the strategic 10 goals of the company. Participates in executive, management, and company staff meetings and attends other meetings and seminars. With the CEO and CFO, annually plans the companys philanthropic and charitable giving.

Required Knowledge, Skills, and Abilities In this section of the job description, list each essential responsibility that the job holder must be able to perform satisfactorily to do the job successfully. Note that these requirements are representative, but not all-inclusive, of the knowledge, skill, and ability required to perform this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Job Requirements

Broad knowledge and experience in: Above average skills in: Excellent skills in: Demonstrated ability to: Demonstrated ability to: Demonstrated ability to: General knowledge of: Experience in:

Other:

Education and Experience

Degree or equivalent experience: Years of experience: Specialized training in: Active affiliations: Other requirements (certifications and so forth):

Physical Demands These physical demands are representative of the physical requirements necessary for an employee to successfully perform the essential functions of the job. Reasonable accommodation can be made to enable people with disabilities to perform the described essential functions. Example: While performing the responsibilities of the job, the employee is required to talk and hear. The employee is often required to sit and use their hands and fingers, to handle or feel. The employee is occasionally required to stand, walk, reach with arms and hands, climb or balance, and to stoop, kneel, crouch or crawl. Vision abilities required by this job include close vision. Work Environment Example: While performing the responsibilities of the job, these work environment characteristics are representative of the environment the job holder will encounter. Reasonable accommodations may be made to enable people with disabilities to perform the essential functions of the job. While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts and vehicles. The noise level in the work environment is usually quiet to moderate. Conclusion This job description is intended to convey information essential to understanding the scope of the job and the general nature and level of work performed by job holders within this job. But, this job description is not intended to be an exhaustive list of qualifications, skills, efforts, duties, responsibilities or working conditions associated with the position. Disclaimer Please Note: Susan Heathfield makes every effort to offer accurate, common-sense, ethical Human Resources management, employer, and workplace advice both on this website, and linked to from this website, but she is not an attorney, and the content on the site, while authoritative, is not guaranteed for accuracy and legality, and is not to be construed as legal advice. The site has a world-wide audience and employment laws and regulations vary from state to state and country to country, so the site cannot be definitive on all of them for your workplace. When in doubt, always seek legal counsel or

assistance from State, Federal, or International governmental resources, to make certain your legal interpretation and decisions are correct. The information on this site is for guidance, ideas, and assistance only.