Office Assistant; Grove Mall

POSITION PURPOSE

Responsible for providing administrative and clerical support to the Department. Types and assembles letters, memos, and reports. Answers questions and directs telephone calls and visitors. Prepares documents. Assembles and maintains statistical data. Performs and oversees specific projects and programs as assigned.

• 1. Assumes responsibility for the effective performance of assigned administrative and clerical functions.
  • a. Receives and screens visitors and telephone calls and either notifies staff members or records and relays messages. Conducts visitors to proper offices and announces them.
  • b. Types and assembles a variety of documents including memos, letters, and reports.
  • c. Files correspondence, memos, records, and reports. Maintains files.
  • d. Receives, reviews and pays all invoices
  • e. Allocates expenditures, and controls Office budget and Inventories
• 2. Assumes responsibility for preparing and maintaining assigned records and reports.
  • a. Assembles, tabulates, calculates, and maintains reporting and statistical data on a regular and special basis.
  • b. Capture FICA and upload FICA (link documents) to the FICA tab on the Leases module for all tenants
  • c. Prepares documents and reports.
• 3. Assumes responsibility for maintaining effective business relations with clients, vendors, and other business professionals.
  • a. Resolves or appropriately refers questions, requests, complaints, and problems.
  • b. Obtains and conveys information as needed.
  • c. Promotes goodwill and conveys a positive image of the Company.
• 4. Assumes responsibility for establishing and maintaining effective working relationships with area staff and with management.
  • a. Assists as needed.
  • b. Keeps management informed of area activities and of any significant problems.
• 5. Assumes responsibility for related duties as required or assigned.
  • a. Performs miscellaneous clerical and administrative tasks.
  • b. Performs special projects as assigned.
  • c. Ensures that work area is clean, secure, and well maintained.

• 1. Typing is accurate, neat, and promptly completed.
• 2. Inquiries are courteously attended to. Good business relations exist with outside professionals and with customers.
• 3. Telephone calls and visitors are courteously received.
• 4. Documents and reports are accurately produced and up-to-date. Files are well maintained.
• 5. Good communication and coordination exist with area personnel and with management. Assistance is provided as needed. Management is appropriately informed.
• 6. Administration and clerical support functions are well coordinated, directed, and efficient.
• 7. A professional image is projected and maintained.

Diploma in Administration or equivalent. Some college preferred.

Knowledge of word processing and spreadsheet applications. Must be fluent in Afrikaans

Two to three years of secretarial experience.

• Proficient typing skills.
• Good interpersonal and public relations skills.
• Solid analytical, creative, and problem-solving abilities.
• Project management skills and well organized.
• Able to work well independently.
• Able to assist, direct, and coordinate others