Administrative Assistant

Jobtailor; Red Lodge (MT); On-site; USD 42,000 - 54,000; Full time

Job summary

Jobtailor in Red Lodge, MT seeks an experienced administrative assistant to support a busy office. You will answer a multi-line phone system, greet visitors, manage mail and scheduling, and coordinate events and lunches.

The role requires 5 years of administrative experience or equivalent education, strong clerical and communication skills, and proficiency in Microsoft Office. Some college preferred; HS diploma required.

Qualifications

• 2+ years’ office experience (preferred with multi-line phone system)
• 5 years of related administrative experience, or an equivalent of education and experience
• Excellent verbal skills and telephone etiquette
• Ability to organize, set and maintain priorities
• High school diploma or equivalency; some college preferred
• Strong clerical skills
• Insurance knowledge preferred, but not required
• Demonstrated computer proficiency – Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Proven oral and written communication skills with the ability to effectively interact with all levels within the organization

Responsibilities

• Answering multi-line phone system (including transfers)
• Greet and direct visitors
• Monitor faxes
• Maintain front desk area and lobby
• Process incoming mail
• Manage supply inventory
• Maintain office schedule/calendar
• Provides administrative support such as printing, filing, photocopying, data entry, scanning, binding and collating, scheduling meetings, booking reservations for lunch or dinner meetings, and coordinating events and lunches, mail distribution and mail-outs
• Completes expense reports for certain individuals in the Mountain Region team
• Processes invoices by routing invoices to appropriate personnel for approval and providing invoices to Accounting once approved by the appropriate manager
• Maintains office equipment, assists users of office equipment on routine tasks as needed and engages external vendors for service needs
• Orders, receives and maintains office supplies and proactively ensures office supplies are available when needed
• Sets up conference calls and webinars
• Creates, updates and prints Excel spreadsheets and PowerPoint presentations
• Maintain good working relationships within office and department
• Provide clerical and administrative support to other departments with minimal errors (e.g. filing, mail preparation, data entry, photocopying, etc.)
• Perform other specific duties or projects as assigned

Skills

Office experience

Verbal communication

Organization

Clerical skills

Written communication

Education

High school diploma or equivalent

Some college preferred

Tools

Microsoft Office Suite

Job description

• Answering multi-line phone system (including transfers)
• Greet and direct visitors
• Monitor faxes
• Maintain front desk area and lobby
• Process incoming mail
• Manage supply inventory
• Maintain office schedule/calendar
• Provides administrative support such as printing, filing, photocopying, data entry, scanning, binding and collating, scheduling meetings, booking reservations for lunch or dinner meetings, and coordinating events and lunches, mail distribution and mail-outs
• Completes expense reports for certain individuals in the Mountain Region team
• Processes invoices by routing invoices to appropriate personnel for approval and providing invoices to Accounting once approved by the appropriate manager
• Maintains office equipment, assists users of office equipment on routine tasks as needed and engages external vendors for service needs
• Orders, receives and maintains office supplies and proactively ensures office supplies are available when needed
• Sets up conference calls and webinars
• Creates, updates and prints Excel spreadsheets and PowerPoint presentations
• Maintain good working relationships within office and department
• Provide clerical and administrative support to other departments with minimal errors (e.g. filing, mail preparation, data entry, photocopying, etc.)
• Perform other specific duties or projects as assigned

Requirements

• 2+ years’ office experience (preferred with experience on multi-line phone system)
• 5 years of related administrative experience, or an equivalent of education and experience
• Excellent verbal skills and telephone etiquette
• Ability to organize, set and maintain priorities
• High school diploma or equivalency; some college preferred
• Strong clerical skills
• Insurance knowledge preferred, but not required
• Demonstrated computer proficiency – Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Proven oral and written communication skills with the ability to effectively interact with all levels within the organization