Job Description
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PLEASE DO NOT APPLY IF YOU DO NOT MEET THE BILINGUAL ENGLISH/SPANISH REQUIREMENT
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Job Title: Administrative Assistant Bilingual English/Spanish
Department: Cost Control Departments
Reports To: Controller
FLSA Status: Non-Exempt Hourly-Full Time-Permanent
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Summary: Individual provides support to Controller and Accounting Department by creating, reviewing and analyzing reports to maintain low cost. Position also provides support in all aspects to Controller by maintaining an accurate filing system and administrative duties as assigned. Support is also provided to Directors as needed. Candidate schedules appointments, books travel for employees and directors, gives information to callers, prepares and maintains files, reports and data lists and provides general administrative support by performing the following duties:
Essential Duties and Responsibilities include the following (other duties may be assigned):
„X Assist Controller and accounting department in the process of ordering monthly internal supplies, invoices, etc.
„X Maintain and update all company documents that describe employee equipment responsibility.
„X Compiling usage reports and lists for review and modifies accounts as needed.
„X Reconciles monthly credit card purchases with statement and acquires necessary information by contacting employees and merchants.
„X Meets with vendors to negotiate pricing, account reviews and analysis.
„X Conducts research and compiles, formats, types and analyzes statistical, business, supply and other reports as necessary.
„X Reads and routes incoming mail. Locates and attaches appropriate file to correspondence to be answered or dealt.
„X Transcribes notes on computer or transcribes from voice recordings, other documents, etc.
„X Composes types and copies files as well as distributes routine correspondence.
„X Organizes and maintains file system and files correspondence and other records.
„X Answers and screens manager's telephone calls, arranges conference calls and delivers messages.
„X Coordinates manager's schedules, makes and tracks appointments.
„X Coordinates and arranges meetings, prepares agendas, reserves and prepares facilities and records and transcribes minutes of meetings.
„X Prepares outgoing mail and correspondence, including e-mail and faxes.
„X Orders and maintains supplies and arranges for equipment maintenance.
„X Supports Department Manager as requested
„X Issues company equipment as necessary for the job functions.
„X Follows and enforces company policies and procedures accordingly
Competency: To perform the job successfully, an individual should demonstrate the following competencies:
„X Applicants must possess superior writing and editing skills both in English and Spanish.
„X Candidates also must be excellent verbal communicators and presenters.
„X Commitment to accuracy and thoroughness
„X Willingness to work interdependently in a collaborative environment with cross functional colleagues
„X Willingness to work in a small office environment
„X Ability to step in to help keep the office running (answer phone, administrative tasks) if necessary
„X Good interpersonal skills
„X Ability to work under pressure and to handle tight and shifting deadlines.
„X Important to be proactive, a self-starter and effective self-manager.
„X Should possess impeccable organizational and time management skills.
„X Strong analytical skills
„X Ability to work independently and coordinate with other departments of the organization.
Language Skills: Speak, Read, and Write English Spanish Effectively
Ability to write reports, business correspondence, and procedure manuals. Ability to present information and respond to questions from groups of managers, clients, customers and the general public. Must be bilingual and literate in Spanish and English. Candidate must be able to translate documents both to English and Spanish.
Computer Skills: To perform this job successfully, an individual should have knowledge of Database software; Internet Research; Spreadsheet, and Word Processing.
Candidate should be proficient on Microsoft Excel to create or work and maintain existing reports.
Candidate should be proficient on Adobe Acrobat, Microsoft Outlook and PowerPoint.
Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information
Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions.
Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization's goals and values; Benefits organization through outside activities; Supports affirmative action and respects diversity.
Customer Service - Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.
Oral Communication - Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings.
Diversity - Demonstrates knowledge of EEO policy; Shows respect and sensitivity for cultural differences; Educates others on the value of diversity; Promotes a harassment-free environment; Builds a diverse workforce.
Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules other people and their tasks; Develops realistic action plans.
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Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience: Associate's degree (A. A.) or equivalent from two-year college or technical school; or six months to one year related experience and/or training; or equivalent combination of education and experience.
Mathematical Skills: Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.
Reasoning Ability: Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this Job, the employee is regularly required to talk and hear. The employee is frequently required to stand, walk, sit, use hands to finger coordination, handle/feel and reach with hands and arms. The employee is occasionally required to climb or balance, stoop, kneel, crouch or crawl and have a sense of smell. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.
Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Please include salary requirements
- Location: Santa Fe Springs
- Compensation: Depending on Experience
- Principals only. Recruiters, please don't contact this job poster.
- Please, no phone calls about this job!
- Please do not contact job poster about other services, products or commercial interests.
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