Operations Assistant; Bridgeton, MO

Overview

Summary - Greets callers or visitors, by telephone and in person. Determines nature of business and directs caller to appropriate party or coordinates assistance from the appropriate department/staff. Assists Management and other office personnel to help increase their workflow and productivity.

• Operates telephone console to receive incoming calls; directs caller to appropriate recipient.
• Greet all visitors with a professional and courteous demeanor and direct them to the appropriate party or representative.
• Elevate office concerns to the Assistant Regional Operations Manager or Regional Operations Manager, to include office security, office equipment and building maintenance.
• Open, date stamp and distribute all incoming mail.
• Report weekly postage usage and request funds for postage machine when necessary.
• Prepare all outgoing mailings and/or shipments (i.e., UPS, courier).
• Inventory office supplies, letterhead and envelopes and place office supply orders following approval of Assistant Regional Operations Manager or Regional Operations Manager.
• Update member address changes in database.
• Scan documents into OnBase; index documents based on client, member and document type, as needed, including but not limited to, back scanning historical client and member documents.
• Monitor postage machine to ensure that sufficient postage is available.
• Perform a variety of administrative clerical duties at the direction of the Assistant Regional Operations Manager, including assisting with the preparation of Board of Trustee meetings, Company meetings and special events.
• Maintain a record of all boxes in off-site storage, prepare all shipments to the record storage facility, and recall boxes as requested. Coordinate with Office Indexer to send scanned records to offsite storage on a regular basis.
• Assist Assistant Regional Operations Manager and Regional Operations Manager with coordinating and monitoring office expenses and budget.
• Coordinate and maintain the update of staff metrics and communicate information with Operations Management and Training staff.
• Schedule staff meetings, discussions, and training in coordination with Operations Management and training staff, as requested. Prepare and clean up meeting spaces, as needed.
• Regular and predictable attendance is an essential function of this job.

• Excellent customer service skills are a must. Multi-line phone experience and customer service experience are preferable. Extremely organized and able to work independently as well as in a team environment.
• Education and/or Experience – High School diploma or GED and at least one year experience with multiple line switchboard is necessary.
• Language Skills – Must speak clearly and professionally. Ability to understand directions and follow them through to the end of task.
• Mathematical Skills – Ability to apply concepts of basic addition, subtraction, multiplication and division.
• Reasoning Ability – Ability to apply common sense to carry out detailed written or verbal instructions.
• Technical Ability – Must have experience with Microsoft Office to include Word, Excel and Outlook. Must be able to adapt quickly to various databases. General knowledge of office equipment to include copiers, fax machines and scanners.

Fast-paced environment. Phone calls are continuous and occasionally challenging. Must be able to maintain composure with difficult callers or visitors.

Full time (39 hours per week). Required in office (no at-home days).

• Monday & Friday 7:30am - 4:00pm
• Tuesday, Wednesday, Thursday 7:30am - 4:30pm

• 15 days Paid Time Off (PTO) during first full calendar year
• 12 paid holidays
• Medical, dental, and vision insurance, with option for dependent coverage
• Company-paid basic life, short-term disability, long-term disability, and AD&D insurance
• 401k with employer match
• Flexible spending accounts
• Tuition reimbursement program
• Career development opportunities
• Referral bonus for successful candidates
• Annual opportunities for increases

Hourly rate is $18.00. Actual rate dependent on location, skills, education, experience and other business factors.

Be…