Administrative Assistant

Location: Kenai, Alaksa
Date Posted: 09-05-2018
Job Title:
Receptionist/Admin Assistant
SOC code:
43-9199.99
FLSA Classification:
Non-Exempt
Department/Location:
Kenai, AK
Reports to:
Kenai Operations Manager
Status:  
Part-Time/Temporary
 EEO-1: Administrative Support
Normal Work Hours and Days:  When at admin offices, hours are scheduled between normal business hours of 8:00AM – 5:00PM, Monday  – Friday (Hours and days will vary based on workload.)
 
Approved by: Greg Miller                                                                                              Revised: 03/30/2017
EEO Statement:
 
Cruz Construction, Inc. is an Equal Opportunity Employer. We make all employment decisions without regard to race, color, religion, sex, national origin, ancestry, age, disability, genetic information, marital status, citizenship, pregnancy, sexual orientation, gender identity, veteran status, other protected activities, or any other characteristic protected by federal, state or local law. **This employer participates in E-Verify. Este Empleador Participa en E-Verify**
Summary:
Responsible for providing primary administrative support including organizing, scheduling, coordinating, compiling, logging and distributing information to and as directed.
 
Essential Functions:
  • Answer phone and relay messages in a professional and timely manner
  • Welcome visitors and direct them appropriately
  • Provide administrative functions in a timely, professional and consistent manner as directed by management
  • Assist as directed in developing and maintaining current employee schedules
  • Type routine correspondence and letters as requested
  • Maintain up-to-date computerized and hardcopy files, as needed
  • Responsible for daily cleaning and general maintenance of the coffee machine.
  • Create labels, files. File documents.  Maintain the general filing system and file all correspondence.
  • Assist management with records management and maintain up to date computerized and/or hard copy files as directed
  • Create and distribute documents and correspondence as requested by management
  • Code documents as directed by management and according to company and job procedures
  • Pick up and deliver mail, as well as open and date-stamp all general correspondence
  • Record/distribute/coordinate incoming and outgoing couriers
  • Order supplies and materials, maintaining an adequate inventory of office supplies
    • Monitor the use of supplies and equipment.
    • Coordinate the repair and maintenance of office equipment.
    • Order stock of coffee, tea and sugar.
  • Conduct business errands, requiring driving, i.e., purchasing, delivering supplies, bank deposits, etc.
  • Operate a computer, scanner, fax and copy machine and produce and maintain record keeping/documentation
 
Other Tasks:
  • Performs other related duties, as assigned.
 
Supervisory Responsibilities:
None.
 
Qualifications: To perform this job successfully, an individual must be able to perform each essential function and preferably is able to perform other tasks satisfactorily.  The requirements listed below are representative of the knowledge, skill and/or ability required. 
 
Education and/or Experience:
Minimum: At least two years of job related experience is required. A valid driver license is also required.
 
Preferred: An Associate Degree or two years of vocational training/college course work in a business related field is preferred. Two years of administrative, secretarial or other business office experience is also preferred.
 
Skills, Knowledge and Abilities:
  •  Knowledge of and ability to apply administrative support functions, procedures and systems such as word processing, managing files and records, designing form and other office procedures.
  • Knowledge of basic bookkeeping principles and practices.
  • Knowledge of and the ability to effectively work as a member of a team.
  •  Knowledge of and ability to use office equipment such as, but not limited to the following
  • Phones
  • Copiers
  • Fax Machines
  • Scanners
  • Ability to work with written and computerized data.
  • Ability to accurately perform mathematical computations
  • Ability to communicate information in writing so others will understand.
  • Ability to effectively understand and communicate verbally with others.

Physical Demands:

The following activities were rated for frequency of occurrence based on the following:
Not Present = NP    
1-10% of the work day = Rare 34-66% of the work day = Frequent
11-33% of the work day = Occasional 67-100% of the work day = Constant
Sitting

Frequent

Reaching Overhead Frequent
Standing Frequent Reaching Straight Ahead Frequent
Walking Frequent Reaching Downward Frequent
Bending/Stooping Frequent Handling Frequent
Crouching Frequent Fingering Occasional
Kneeling Frequent Feeling Occasional
Crawling Frequent Talking Occasional
Climbing Occaional Hearing Occasional
Balancing Occasionally Twisting Frequent
Operate Foot Controls Occasional Twist of Wrist Frequent
(Pounds) Constant Frequent Occasional Rare
Lifting   50 lbs.    
Carrying   50 lbs.    
Pushing/Pulling   50 lbs    
               
 
Working Conditions:
 
ENVIRONMENTAL CONDITIONS CHECK (If Present) COMMENTS
1. Exposure to Inclement Weather X       Is exposed to inclement weather on job sites.
 
2. Extreme Cold     0 to –50 degrees, Arctic weather outside.
 
3. Extreme Heat NP  
4. Wet and/or Humid    Will experience Rain/Snow/Ice on location
 
5. Noise X Frequent noise from equipment.
 
6. Vibration X Occasional Normal Equipment Vibration
 
7. Atmospheric Conditions (dust/fumes/etc.) X Possible diesel fumes
 
INHERENT HAZARDS    
8. Moving Mechanical Parts X Exposed to engine components and drive train/track.
 
9. Electric Shock X Generator sets.
 
10. High, Exposed Places NP  
11. Radiant Energy NP  
 
12. Explosives X Diesel fuel exposure.
 
13. Toxic or Caustic Chemicals X Petroleum distillates.
 
14. Other Risks X Aware of the potential hazards of working around equipment.
This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employee(s) will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments.

 
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