Administrative Assistant - Ponca City Development Authority

Job Purpose:
A support position that assists in ensuring that the administrative needs of the office and business are fulfilled

Duties and Responsibilities:

• The Administrative Assistant will report to the Office Manager and must work closely with all departments, managers, officers, and personnel on the Log10 team. Their job duties will include:
• Answer, screen, and transfer inbound phone calls or take messages in a professional and courteous manner
• Receive and direct visitors and clients
• Conduct general clerical duties including photocopying and mailing
• Maintain electronic and hard copy filing systems
•  Retrieve documents from filing systems
• Handle requests for information and data
• Resolve administrative problems and client inquiries
• Prepare and modify documents, including work instructions, client instructions, correspondence, reports, drafts, memos, and emails
• Open, sort and distribute incoming correspondence
• Coordinate and maintain records for staff
• Incoming shipment receipt & notification
• In coordination with Office Manager & Inventory Control oversight of Log10 Shipping Program and completion of monitoring & verification activities
• AP/AR support for Office Manager
• Administrative support to the laboratory to include:
• Log-In of Laboratory Samples
• Preparation of Laboratory Reports
• Collection & Filing of Laboratory Documentation
• Operation of the business office in the absence of the Office Manager
• Administrative support for the COO
• Other Duties as Required

Qualifications:
Minimum Qualifications:

• Education
• High school diploma or GED
• A.A or bachelor’s degree in management, business, or IT preferred

Specialized Knowledge

• Highly Proficient in QuickBooks Accounting Software (Required)
• Advanced Computer Skills
• Knowledge in Paycom or Paychex payroll systems
• Proficient in Microsoft Office Suite

Skills

• Ability to Follow Written and Verbal Direction
• Excellent Written and Verbal Communication Skills
• Excellent time management skills and ability to multi-task and prioritize work

 Other Characteristics

• Attention to Detail
• Able to Work Independently
• Able to Make Sound Decisions
• Positive Attitude and Ability to Work as Part of a Team

Professional Certification(s)

• QuickBooks Certification
• Administrative Professional or Administrative Assistant certifications, a plus

• Experience

• At least 3 years’ experience in an office environment in an administrative role