TITLE:                                          Administrative Assistant
SUPERVISOR:                            Chief Administrative Officer
DEPARTMENT:                          Administration
LOCATION:                                 Louisville, Kentucky
FSLA CLASSIFICATION:          Hourly

POSITION SUMMARY:
Responsible for supporting the administrative functions of the organization, including but not limited to, accounts payable/accounts receivable processing, answering telephones, typing, filing, coordinating meetings/business functions, maintaining schedules as required to facilitate large meetings, receiving and distributing incoming and outgoing mail, maintaining archive files and interaction with both internal and external clients, vendors and visitors. 

ESSENTIAL FUNCTIONS:

1. Answer multi-line telephone and paging system
2. Greet customers, visitors and vendors who come into the office
3. Typing, including but not limited to correspondence, contracts, proposals and other business-related materials; assist with RFP’s/RFQ’s as requested.
4. Accounts payable and accounts receivable processing
5. Transfer data to charts, graphs and spreadsheets
6. Maintain mailing lists and assist with mailings and other special projects as required to meet business timelines.
7. Maintain filing system for current and archived jobs
8. Maintain office supply cabinet, including supplies required to respond to RFP’s/RFQ’s
9. Maintain postage meter
10. List all incoming checks and prepare deposit ticket
11. Assist with billings to facilitate timely mailing process
12. Handle travel arrangements of office staff for business-related events/functions
13. Provide back-up for the Billing function
14. Open and distribute incoming mail; prepare outgoing mail for delivery to post office; insure high level of confidentiality regarding mail being processed; process all  “special-handling” mailing in a timely and efficient manner.

Continue to Learn
           1.   Train on new software
           2.   Maintain a willingness to learn new job related skills

Be A Responsible MSA Employee
           1.   Understand the Company handbook and adhere to Company policies
           2.   Represent Company in a professional manner

ORGANIZATIONAL COMMITMENT:
           Focus on the Client
           1.   Demonstrate awareness of Client importance
           2.   Understand Clients’ needs
           3.   Treat Clients and fellow employees with courtesy and respect
           4.   Seek new ways to improve service to Clients

           Focus on Teamwork
           1.   Demonstrate commitment to shared team and Company goals
           2.   Help co-workers to succeed
           3.   Do equal share of the work
           4.   Balance personal interests with the needs of the team and Company
           5.   Be present and on time to meet individual and team responsibilities

           Focus on Quality
           1.   Take personal responsibility for producing high quality work
           2.   Set high standards for self
           3.   Produce high quality work
           4.   Consciously avoids waste of time, effort, materials, and equipment

KNOWLEDGE, SKILLS & ABILITIES:

• Strong computer skills, with working knowledge of Microsoft Office Products; a minimum of intermediate level knowledge of Excel and PowerPoint; working knowledge of Access and Microsoft Project very desirable
• Knowledge of protocol required for professional business environment
• Desire to learn and ability to adapt quickly to changing business environment
• Ability to work independently or in a team environment
• Excellent communication skills, both verbal and written
• Strong customer service skills to meet the needs of both the internal & external clients
• Ability to manage multiple projects and meet timelines
• Professional, articulate and hard working individual that wants to be part of a team
• Must have a valid driver’s license

EXPERIENCE:

• Five years experience in an administrative role
• Prior experience in a customer service environment highly desirable
• Solid understanding of office practices and principles
• Experience working on multiple projects using strong multi-tasking skills

EDUCATION:

• High School Diploma; some college coursework preferred,  specifically in general business practices and office administration.

PHYSICAL REQUIREMENTS:

• Regular Attendance Required
• Ability to work overtime
• Ability to work independently and/or in a team environment
• Must be articulate with ability to communicate effectively, both verbal & written
• Ability to lift up to 20 lbs using proper lifting techniques
• Approximately 5% travel

WORKING CONDITIONS:

• Work can be stressful and subject to immediate response to needs
• Must be willing to work in a drug free workplace
• Must maintain all information received as confidential

DISCLAIMER:  MSA reserves the right to revise this job description as needed.

INTERESTED CANDIDATES SHOULD APPLY THROUGH OUR WEBSITE

www.mindelscott.com

NO LATER THAN FRIDAY, MARCH 7, 2008.

E.O.E.