Position title: Office Assistant/Administrative Assistant
Reports to: Controller
Employment Status: Full Time
FLSA Status: Hourly
Pay$ 20.00-$26.00
JOB DESCRIPTION | April 2024
Position Summary
The Office Assistant for Downstream Services, Inc. performs routine administrative functions and is responsible for performing a range of clerical and administrative tasks to support daily operations in an office setting. The Office Assistant provides support to the Administrative team including but not limited to answer phone calls, greet visitors, assist with administrative tasks and maintain paper and electronic files. This position acts as an additional liaison between callers, visitors, and staff.
Essential Duties and Responsibilities
The essential functions include, but are not limited to the following:
- Answer incoming phone calls and screen accordingly.
- Greet incoming clients/vendors/others.
- Send/Receive all shipping.
- Stamp and distribute mail daily.
- Distribute incoming faxes and send faxes.
- Order and distribute office and breakroom supplies as needed.
- Keep the conference room, breakroom, and front office neat and clean.
- Assist with data entry of New Jobs/Clients in Sage accounting software.
- Assist with creation of Job Folders & Print Contracts &/or proposals.
- Assist with downloading all AP invoices onto the network.
- Assist with downloading all corresponding purchase orders (POs) and backup onto the network.
- Assist in administrative support duties to maintain compliance with all business licenses.
- Assist with review of AP vendor statements.
- Assist with coordinating/verifying POs and receipts with credit card statements.
- Assist with generating/maintaining preliminary notices.
- Process certificate of insurance requests.
- Update weekly on-call list.
- Provide back-up to updating on-call list weekly.
- File accounting and administrative documents as needed.
- Assist Marketing and Systems Departments with the design of deliverable and marketing material.
- Assist with creating and posting content on social media platforms.
- Learn and operate new office technologies as they are developed and implemented.
- Fully cross train on Administrative Assistant functions to back up & assist when needed.
- Other administrative duties as assigned.
REPORTING RELATIONSHIP: An Office Assistant for Downstream Services, Inc. reports to and is under the direct supervision of the Controller
EXPERIENCE & QUALIFICATIONS:
- High School Diploma
- Administrative and customer service experience
- Excellent written and verbal communication skills
- Excellent time management and organizational skills
- Proficient with Sage, Salesforce, or other enterprise resource planning (ERP)
- Proficient with Microsoft Word, Excel, PowerPoint, OneDrive, and Outlook
- Familiar with Adobe products
- Social Media administrator experience preferred
Physical Demands and Work Environment
The work assigned does not require any particular physical characteristics and abilities but does require a generally healthy employee who is available to perform duties as described. The employee is regularly required to sit, stand, and/or bend for extended periods of time. The employee must frequently lift up to 10 pounds and occasionally lift or move up to 25 pounds.
Job Type: Full-time
Pay: $20.00 - $26.00 per hour
Expected hours: 40 per week
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Ability to Relocate:
- Escondido, CA 92029: Relocate before starting work (Required)
Work Location: In person
