Administrative Assistant I - Vertex Inc

Job Description:

This position is responsible for providing administrative support to a department or subset of department supporting leadership roles. In addition to general administrative tasks, responsibilities may include managing projects, preparing and editing presentations and spreadsheets, generating and distributing reports, maintaining business information, time and expense reports, and acting as the group contact.

ESSENTIAL JOB FUNCTIONS AND RESPONSIBILITIES:

• Job functions will vary depending on the unique role of the department and roles being supported. Essential functions may include but need not be limited to:
  • Performing general administrative tasks such as handling mail, filing, time entry, travel arrangements, expense reimbursement, and fielding calls.
  • Establishing and maintaining office files, arranging reservations, and arranging meeting rooms as required.
  • Assisting with meetings including set up and clean up, for the entire organization.
  • Compiling information from various sources and utilizes the information for uses such as generating reports.
  • Auditing and maintaining various reports specific to the entities by checking for errors, inconsistencies, or discrepancies; makes corrections
  • and notifies appropriate personnel of any modifications.
  • Updating and maintaining pertinent business information.
  • Drafting and typing correspondence and/or presentations to be sent to internal and/or external contacts.
  • Assisting with a variety of scheduled and unscheduled projects at any given time within the entities.
  • May provide back-up support for other administrative associates
  • Assisting and supporting entity management in preparing for meetings.
  • Maintaining and promoting a positive and professional working relationship.
  • Developing administrative leading practices, including process improvements for better workflow and support.
  • Participating in other projects or duties, such as consolidating and reporting for the budget.
  • Able to lift twenty-five pounds.

SUPERVISORY RESPONSIBILITIES:

• N/A

KNOWLEDGE, SKILLS AND ABILITIES:

• Proficiency using Microsoft Office applications (Word, Excel, PowerPoint)

• Proficiency in SharePoint

• Demonstrated ability to take initiative

• Analytical skills

• Able to resolve issues quickly and efficiently

• Able to work as part of a diverse team; strong interactive people skills within various levels of management and staff

• Able to handle confidential/sensitive information discretely.

• Detail-oriented with strong follow-up skills.

• Must possess strong organizational/communication skills.

• Excellent grammar, writing, proofreading and editing skills.

• Able to represent a positive and professional image.

• Must manage time and priorities effectively by completing tasks in a timely manner.

• Ability to follow standard practices and procedures in order to resolve basic issues.

• Ability to follow detailed instructions.

• Ability to work under close supervision.

• Willingness to work overtime, holidays, and weekends as requested by supervisor.

• Ability to listen and understand information and communicate the same.

• Must possess good organizational skills.

• Must be results oriented, customer focused, and exhibit good interpersonal skills.

• Proficiency in Microsoft office packages.

• Sufficient knowledge of business communications, including telephone, voicemail, and e-mail and operations of office machines, such as photocopier, scanner, and fax.

EDUCATION AND TRAINING:

• Two (2) years plus of experience in an administrative role.

• Associates Degree in business or related secretarial sciences program.

• Or equivalent combination of education and/or experience.

Other Qualifications
The Winning Way behaviors that all Vertex employees need in order to meet the expectations of each other, our customers, and our partners.

• Communicate with Clarity - Be clear, concise and actionable. Be relentlessly constructive. Seek and provide meaningful feedback.

• Act with Urgency - Adopt an agile mentality - frequent iterations, improved speed, resilience. 80/20 rule - better is the enemy of done. Don't spend hours when minutes are enough.

• Work with Purpose - Exhibit a "We Can" mindset. Results outweigh effort. Everyone understands how their role contributes. Set aside personal objectives for team results.

• Drive to Decision - Cut the swirl with defined deadlines and decision points. Be clear on individual accountability and decision authority. Guided by a commitment to and accountability for customer outcomes.

• Own the Outcome - Defined milestones, commitments and intended results. Assess your work in context, if you're unsure, ask. Demonstrate unwavering support for decisions.

COMMENTS:

The above statements are intended to describe the general nature and level of work being performed by individuals in this position. Other functions may be assigned, and management retains the right to add or change the duties at any time.