Administrative Assistant

Position : Administrative Assistant

Location : San Jose ,CA

Duration : 12 Months Contract

Total Hours/week : 40.00

1st Shift

Description:

Job Summary

• Responsible for performing administrative and clerical support to relieve assigned members of an organizational unit of administrative details. Works on assignments that are moderately complex in nature where judgment is required in resolving problems and making routine recommendations. Normally receives no instruction on routine work, general instructions on new assignments. Applies job skills and the company's internal procedures and policies to complete a wide range of moderate complexity to complex tasks.

Duties and Responsibilities

• 1. Operates personal computer PC, or Macintosh, to perform the full scope of word processing applications, including merge-mail letters as well as documents containing complex financial or statistical data or scientific, technical, or legal terminology. May enter and manipulate data on spreadsheet, data base, or file management programs.
• 2. Reads mail, highlights action or important items, and attaches relevant files or information for manger's review.
• 3. Schedules tentative appointments for approval by manager, and may schedule group meetings per direction of manager.
• 4. Makes routine travel arrangements.
• 5. Tracks and processes vacation requests and exception forms
• 6. Orders lab and office supplies.
• 7. May maintain responsibility for cash or negotiable instruments, confidential records/reports, and/or departmental equipment. Collects data and performs calculations involving ratios and percentages. Collects data and performs basic mathematical calculations, including simple addition, subtraction, multiplication, and division.
• 8. Coordinates with internal and external sources to accomplish activities of limited complexity, such as: obtaining bids for outside printing, office equipment, or supplies; selecting menus and arranges room setup for local, off-site group meetings; and arranges for hotel accommodations for in-coming visitors.
• 9. Keeps abreast of the basic requirements for regulatory compliance in own area of work and complies with those requirements. Participates as required in training on regulatory issues affecting own area of work. Brings regulatory compliance questions/issues to the attention of management.
• 10. Promotes a safe work environment. May provide recommendations on maintaining the safety of the work environment. Participates in Environmental Health and Safety programs. Addresses corrective actions whenever a hazard is identified. Notifies supervisor of all observed hazardous conditions or unsafe work practices.
• 11. Performs other related duties and assignments as required.

Minimum Qualifications

Knowledge and Skills

• 1. Effective interpersonal skills (e.g., ability to remain patient, positive, and calm when interacting with internal or external customers).
• 2. Demonstrated ability to compose correspondence; set up and word process a variety of business correspondence. Demonstrated ability to set up reports and filing systems.
• 3. General knowledge of technical office activities.
• 4. Effective listening and oral and written communication skills.
• 5. Ability to multitask and resolve problems of low to medium complexity.
• 6. Ability to use software such as Microsoft Word, Excel, and PowerPoint. Experience with systems such as SAP.
• 7. Ability to type 45+ words per minute and use basic math skills.

Education and Experience

• 1. High school diploma or equivalent required. Associates degree in business administration preferred.
• 2. SAP software experience highly preferred.
• 3. Two (2) to Five (5) years' experience working in an administrative support role required.