Under the supervision of the Plant Manager, the Office Assistant provides general administrative support to the Plant Manager, Office Manager and other plant employees through a variety of tasks related to organization and communication. The Office Assistant performs customer service related duties by communicating effectively and professionally with customers, co-workers, vendors via phone, email and in person interactions. The Office Assistant handles multiple clerical and administrative tasks to deliver high quality and timely support for the plant.
Tasks
- Answer in-coming phone calls, greet customers and inquire as to their business needs and requests.
- Process walk in retail gas customer’s transactions on cash register (Isleton).
- Distribute correspondence, letters, faxes, forms.
- Assist Office Manager with monitoring inventory levels and requisition or purchase of plant supplies, as needed.
- Assist Office Manager with matters pertaining to inventory, orders, billing, supplies or machine and equipment maintenance.
- Help to monitor invoices and provide administrative support as needed.
- Carry out administrative duties such as filing, typing, copying, binding, scanning, etc.
- Handle sensitive information in a confidential manner.
- Replay promptly to email, telephone or face-to-face inquiries or requests.
- Receive, sort and distribute mail as directed by Plant and Office Manager.
Skills
- Reading Comprehension: Understanding written sentences and paragraphs in work-related documents.
- Active Listening: Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
- Writing: Communicating effectively in writing as appropriate for the needs of the audience.
- Speaking: Talking to others to convey information effectively.
- Critical Thinking: Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.
- Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, and other office procedures and terminology.
- Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
- Knowledge of arithmetic, algebra, geometry, calculus, statistics, and their applications.
- Knowledge of principles and processes for providing customer service.