Administrative Assistant; Bilingual

Starting rate: $19 per hour

Long-term employment with opportunities for growth.

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We offer excellent benefits including:

• 401(K) Retirement Saving Plan w/ Employer Match
• Low-Cost Health, Dental & Vision insurance (Starting DAY ONE)
• Tuition & Certification Reimbursement
• Paid Time Off – (15 Days; prorated before 1st year)
• Parental Leave
• Paid holidays

POSITION SUMMARY:

This position involves the responsibility of performing administrative functions that provide support to the department assigned. The candidate will work onsite, in different departments as needed and assigned by the Human Resources personnel. Will also provide assistance to the manager of the department assigned to carrying out general office functions that are routine in nature and are performed in accordance with general work instructions and established office practices, procedures and precedents.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below represent the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

GEOGRAPHIC REGION:

Please note applications out of the geographic region for the position applied will not be considered.

QUALIFICATIONS:

Required

• At least three (3) months of recent administrative work experience.
• Intermediate verbal and written communication skills in English and Spanish, with the ability to communicate effectively in a business environment.
• Thorough knowledge of business English and Spanish, including proper spelling and punctuation.
• Intermediate computer skills in programs such as MS Word, and Outlook, with a basic-intermediate level in Excel.
• High School diploma or equivalent.
• Well-developed interpersonal skills with the ability to interact effectively, with a positive demeanor and high energy, with customers, business associates from Latin America, executives, and the general public.
• Strong time management and organizational skills. Must be able to prioritize.
• Thorough knowledge of office practices, procedures, and proper usage of office equipment.
• Skilled in composition and preparation of correspondence, reports, minutes, and other written materials with accuracy and reasonable speed.
• Ability to perform and prioritize a variety of administrative assignments with minimal supervision.
• Ability to follow procedures and instructions.
• Ability to report to work onsite and on time on a consistent basis.
• Ability to work additional hours as needed.

DUTIES AND RESPONSIBILITIES:

• Supports the Accounts Payable department assisting with various administrative duties, as assigned.
• Supports the Insurance & Claims department assisting with various administrative duties, as assigned.
• Supports the Human Resources department assisting with various administrative duties, as assigned.
• Supports the Admin Support department assisting with various administrative duties and/or event setup, as assigned.
• Covers Reception and the Executive department, as needed.
• Answers incoming telephone calls and directs them as necessary. Delivers messages as necessary.
• Receives and screens all office visitors.
• Scans documents, produce photocopies, and manage correspondence (such as email, postal mail, electronic documents, etc.).
• Prepares reports requested by management, where information may be obtained from a variety of sources.
• Type letters and memoranda with management guidance. Proofreads documents for grammar edits, obtain necessary signatures and routes appropriately.
• Submits service calls for office machines and building problems that need repair. Follows up to ensure issues are addressed in a timely manner.
• Work in several departments during high season and short staffing assisting with various administrative duties, as assigned.
• Perform additional duties as assigned.

PHYSICAL REQUIREMENTS:

• While performing the duties of this job, the employee is regularly required to sit and use his/her fingers.
• The employee frequently is required to talk and/or hear.
• The employee is continuously required to sit.
• The employee is occasionally required to stand and walk.
• The employee must occasionally lift and/or move up to 10 pounds.
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

SAFETY REQUIREMENTS:

• Report safety hazards
• Immediately report incidents involving injury, illness, or property damage
• Comply with all company safety policies, procedures, and rules
• Refuse any unsafe task or operation
• Participate in safety meetings and training

SUPERVISION RECEIVED AND EXERCISED:

Reports directly to the HR management and Department Manager of the department assigned to. May provide assistance to other employees within the department in the performance of clerical duties. Does not exercise…