Administrative Assistant Job at Vets Hired in Miami

POSITION SUMMARY:
This position involves performing administrative functions that support the Human Resources Department. The individual will also assist the manager of the department assigned in carrying out general office functions that are routine in nature and performed in accordance with general work instructions and established office practices, procedures, and precedents. 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, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

DUTIES AND RESPONSIBILITIES:
Provides support to various HR work groups handling benefits, payroll, compensation, compliance, etc.
Answer incoming telephone calls and direct them as necessary. Delivers messages as necessary.
Receives and screens all office visitors.
Scan documents and manage correspondence (such as email, postal mail, electronic documents, etc.).
Assists with invoice processing, applying appropriate departmental codes and logging on a spreadsheet.
Prepares reports requested by the department manager, where information may be obtained from a variety of sources.
Type letters and memoranda with the supervisor’s guidance. Proofreads documents for grammar edits, obtain necessary signatures and routes appropriately.
Research information on the internet, as needed.
Provides coverage to the Executive group, as needed.

Secondary
Provides coverage in Reception, as needed.
Perform additional duties as assigned.

PHYSICAL REQUIREMENTS:
While performing the duties of this job, the employee is regularly required to sit and use his/her fingers.
The employee frequently is required to talk and/or hear.
The employee is continuously required to sit.
The employee is occasionally required to stand and walk.
The employee must occasionally lift and/or move up to 10 pounds.
Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

SAFETY REQUIREMENTS:
Report safety hazards
Immediately report incidents involving injury, illness, or property damage
Comply with all company safety policies, procedures, and rules
Refuse any unsafe task or operation
Participate in safety meetings and training

QUALIFICATIONS:Required

• Thorough and strong knowledge of business English, with the ability to communicate clearly and effectively verbally and in writing in a business environment, including proper spelling and punctuation.
• Ability to communicate in Spanish at a basic level.
• Proficient in MS Word, Excel, and Outlook programs.
• High School diploma or equivalent is required.
• Well-developed interpersonal skills with the ability to interact effectively, with a positive demeanor and high energy, with customers, business associates from Latin America, executives, and the general public.
• Strong time management and organizational skills. Must be able to prioritize.
• Skilled in composing and preparing correspondence, reports, minutes, and other written materials with accuracy and reasonable speed.
• Ability to perform and prioritize various administrative assignments with minimal supervision.
• Ability to follow procedures and instructions.
• Ability to report to work onsite and on time consistently.
• Ability to work additional hours as needed.