Administrative Assistant

Job Summary:

The Administrative Assistant/ Mail Center assistant performs as receptionist in front lobby. Takes and directs calls to proper departments and acts as main receptionist as required. Receives and distributes incoming mail. Processes outgoing mail. Operates postage and mail handling equipment.

Duties and Responsibilities:

* Answers and directs calls to proper departments, greets guests in lobby, and maintains a professional appearance and environment in lobby.
* Receive and distribute incoming/outgoing mail as follows: *

Operate mail handling equipment as directed.
* Open mail from outside sources, sort, distribute according to established guidelines.
* Pick up and deliver intra-company mail according to delivery schedules.
* Assist in packaging and distribution of branch and salesman mail.
* Sort and insert invoices and statements for customers.
* Maintain log on postage usage according to established procedures Knowledge, Skills, and Abilities:
* Excellent communication skills. Must be able to deal calmly and professionally with irate or even abusive callers. Ability to interact with internal customers and work as part of a team.
* Ability to work in a very fast paced environment. Must be able to easily multi-task by answering multiple calls and interacting with guests at the same time.
* Ability to use and maintain high volume postage meter machines on a daily basis. Includes basic troubleshooting skills of assigned equipment.
* Ability to use a PC based computer running Windows, including Microsoft Outlook and Word on a daily basis.
* Knowledge of basic mail and Fed Ex/UPS handling procedures including different shipping methods in order to assist and advise internal customers on the best way to ship or mail based on cost and time constraints.
* Ability to accurately sort large volumes of mail. Minimum

Job Qualifications:

* Six months of prior office services experience as receptionist and/or mailroom clerk.
* High school diploma or equivalent.