Job Summary

Directed and supervised by the General Manager, the Administrative Assistant is responsible for performing reception duties, assisting administrative staff by performing a variety of functions, and other duties as assigned.

Essential Functions

1. Answers telephone; screens and transfers calls to appropriate persons; takes and records messages when needed; routinely checks the general mailbox.

2. Greets, assists, and directs visitors in a professional manner; offers and serves refreshments.

3. Monitors communications with VARC route drivers and relays to appropriate staff during emergency and non-emergency situations.

4. Responsible for telephone system and training telephone services. Responsible for maintaining all telephone directories (written and electronic).

5. Maintains meeting room calendars, staff calendar, and schedules company car use.

6. Maintains physical appearance of applicable conference rooms, lobby, and surrounding areas. Insures all items are stocked.

7. Type’s correspondence, administrative documents, client-related documents, quotations/production documents and other documents as needed.

8. Checks and distributes faxes daily.

9. Assists with HR functions including file maintenance, interview set up, and new hire orientation.

10. Assists with planning and serving luncheons/dinners for committees, staff meetings, and tours. Maintains dining equipment to carry out these functions.

11. Assists Accounting Department by preparing and depositing daily deposits.

12. Assists with accounting functions as needed.

13. Orders cards and flowers for special occasions.

14. Sorts and distributes mail and other items daily.

15. Accepts other duties as assigned.

Essential Skills

1. Ability to speak clearly and act professionally to all internal and external customers.

2. Ability to maintain confidentiality.

3. Ability to read, write, and perform mathematical functions.

4. Must possess excellent writing and oral communication skills.

Related Job Functions

1. Understand general functions of all departments in all divisions and know who is responsible for key functions in each department.

2. As the first point of contact, promote VARC in a positive and professional manner.

Position Requirements

1. Dress and groom should be professional every day.

2. Maintain confidentiality regarding all areas of business, employee, and client data.

Qualifications

Valid Wisconsin driver’s license. Experience in an administrative role. Must possess strong written and verbal communication, organizational skills, and the ability to maintain balance among multiple priorities.

Job Type: Full-time

Pay: $14.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee discount
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Referral program
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday
• No nights
• No weekends

Work Location: In person

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