Administrative Assistant - NEEDED NOW!! - East Aurora New York

Company: Company Confidential
Location: East Aurora, New York
Posted On: 10/22/2009

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We have an immediate need for a Administrative Assistant

JOB DESCRIPTION
Title: Administrative Assistant

Location: East Aurora, NY

Duration: 2-3 months

Function:

Reports to the Manager of Customer Support, however it supports senior managers and performs some duties for the engineering group
Essential job functions: This position works with self-discipline relative to priorities so that principals do not have to deal with details of coordinating the work assignments and completion requirements that they give. Activities include, but are not restricted to:
? organization and follow-through on work flow extending through records maintenance in established patterns for the unit;
? production, distribution, and support for common written and graphic materials (e.g. correspondence, memoranda, reports; presentations, etc.) including combinations of explanatory, technical, statistical, or financial components;
? data acquisition and preliminary organization, using both mainframe and desktop computers, and relevant generic and unit/specialty-specific software;
? facilitation of incoming and outgoing communications processes in the interests of principals (including mail, voice and data telecommunications, electronic messaging, and occasional in-person visits) in the operating context of the unit;
? direct contact communications for principals with employees and with external parties relating to the unit specialties, including routine arrangements for events involving principals (such as different types of meetings or travel);
? coordination of availability of office supplies and of office equipment maintenance for the unit(s).
? back-up support as assigned for services other than those within the unit.

Work requires some coordination with service functions of the Company, and, for efficiency, with incumbents in similar positions within the location.

External persons and organizations that are in contact normally include customers and/or vendors who relate to specific current assignments of principals. Information that is handled may be confidential or sensitive and must be controlled. Due to the roles of the principals most matters fall into standard patterns.

This essence of this position is to provide office service support that is specifically adapted to needs of the unit(s) served. Examples of common types of work of the position include production of routine documents (most of which are specific to the specialties), record maintenance as relevant for the specialties, distribution and collection of employment-related forms, and coordinating availability of office supplies and maintenance of office equipment.

Required skills:

The position requires practical judgment, and awareness of unit functions, people, and procedures, and of relevant Company policies and procedures. Flexibility in prioritizing and producing assignments from multiple principals with conflicting deadlines is essential. Attention to detail and accuracy in written and verbal communications is expected, so that rework is limited. Dependability, self-discipline and discretion are required for effectiveness with general direction.

Scope:

Tasks that are performed may involve complex documents, spreadsheets, reports, and presentations as well as completion of specialty-specific templates and forms. Principals provide most substance for such materials, but the incumbent may be required to compose relatively common and straightforward correspondence items, and to insert standardized elements into specified formats.

Education:

* High School Diploma or equivalent
* Associates Degree preferred
* Minimum of three years experience with Microsoft Word and Excel
* Minimum of three years experience as an administrative assistant

Request comments:

This is a 2-3 month temp position. The admin for the department if filling in for someone else within the department who is out on disability. This is filling in for her.

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