SUMMARY
Under the direction of the Branch Manager provides positive first impression to clients,
customers, coworkers and the general public. This position is responsible for general
administrative, coordination and clerical support to the Branch Office and Staff.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties
may be assigned.
Operate telephone switchboard; must answer, screen and forward calls,
providing information, taking messages and scheduling appointments.
Perform administrative support tasks such as proofreading, transcribing
handwritten information, and operating calculators or computers to work with pay
records, invoices, balance sheets, bank deposits, and other documents.
Dispense Personal Protective Equipment, paychecks, and job applications as
appropriate. Hold initial employee orientation, including the presentation of the
safety video. Answer applicants’ questions.
Dispense and track employee time cards.
Greet persons entering the office, determine nature and purpose of visit, and
direct or escort them to specific destinations.
Hear and resolve complaints from clients, temporary employees, and the general
public.
File and maintain records, including the set-up of files for new clients.
Transmit information or documents to clients, using computer, mail, or facsimile
machine.
Assist with recruitments and job placements as needed.
Provide administrative or other support to Account Executives/Sales Team on
request.
Provide information about the Company and/or services provided.
Maintain a positive image in the reception area by keeping a neat, clean and
orderly work space.
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.
Must possess the ability to develop specific goals to organize work and prioritize
tasks in order to accomplish goals. Must be flexible and responsive to client and
company needs and provide attention to detail.
Requires knowledge of administrative and clerical procedures and systems such
as word processing, managing files and records.
designing forms, and other office procedures and terminology required.
Must have knowledge of the structure and content of the English language. Must
be able to provide clear and useful information in a courteous and helpful manner
to the public, prospective employees, vendors, clients, supervisors, and coworkers,
in written form, via e-mail, and in person. Must be able to demonstrate a
positive customer service image.
Must be able to gain a basic understanding of technology utilized by the
Company; a demonstrated proficiency in computers, including MS Office
software is required.
Must quickly gain an understanding of the relationship of all company positions to
each other, and their impact on meeting company goals. Must be able to perform
as a team member in the work environment.
All employees of USA are expected to treat our clients and each other with the utmost
respect at all times; have excellent telephone etiquette; show initiative; offer input
regarding solutions to problems; act with the highest integrity; assist and contribute
where needed; tolerate stressful situations and work well with others.
EDUCATION and/or EXPERIENCE
Bilingual English/Spanish required.
Must have a minimum of two (2) years experience in progressively responsible
administrative business positions.
Experience in a recruiting related industry a plus.
Demonstrated strong interpersonal skills required.
Demonstrated excellence in time management and organizational skills.
Strong written and verbal communication skills required.
Ability to effectively present information in one-on-one and small group situations
to customers, clients, and other employees of the organization.
Ability to read and comprehend instructions, short correspondence and memos.
Ability to apply common sense understanding to carry out detailed written or oral
instructions.
Ability to deal with problems involving a few 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 sit; use
hands to finger, handle, or feel; reach with hands and arms; and talk or hear.
The employee frequently is required to stand and walk. 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.
The noise level in the work environment is usually low.
