Administrative Assistant II

Dairy Farmers of America; Dallas (TX); On-site; USD 38,000 - 54,000; Full time

Job summary

Dairy Farmers of America is seeking an administrative support professional to perform varied clerical tasks and assist a business area under general supervision.

Responsibilities include answering calls, scheduling meetings, compiling reports, handling mail, maintaining files, and providing reliable, confidential support to staff. A high school diploma and 1–3 years of receptionist or admin experience are required.

Qualifications

• High school diploma or equivalent required; 1–3 years of receptionist/administrative experience preferred.
• Proficiency in Microsoft Office and strong written/verbal communication skills.
• Ability to handle confidential information with discretion; strong organizational skills.

Responsibilities

• Answer telephones, give information to callers, take messages, or transfer calls to appropriate individuals
• Schedule meetings or appointments and update calendars
• Arrange staff meetings; coordinate in-office and offsite meetings, lunches, and events as needed
• Handle incoming and outgoing mail and faxes
• Make copies of correspondence and other printed material
• Compose, review, and maintain documents such as spreadsheets, presentations, emails, memos, and reports
• Produce and distribute scheduled and ad-hoc reports
• Perform basic bookkeeping (expense reporting, invoice processing)
• Maintain databases and filing systems, electronic or paper
• Operate office equipment and assist with data entry and other applications
• Order and maintain inventory of office supplies
• Other duties as required by supervision

Skills

MS Office Proficiency

Customer Service

Communication Skills

Attention to Detail

Multitasking

Time Management

Interpersonal Skills

Confidentiality

Education

High School Diploma or Equivalent

1-3 years receptionist/administrative experience

Certification may be required

Tools

Microsoft Office Suite

Job description

GENERAL PURPOSE

Perform varied administrative activities, under general supervision, in support of individuals and/or a business area. Draft and prepare documents, schedule meetings or appointments, organize and maintain paper and electronic files, and manage and maintain calendars and schedules. Serve as a knowledgeable resource for questions regarding individuals and/or business areas being supported.

JOB DUTIES AND RESPONSIBILITIES

• Answer telephones, give information to callers, take messages, or transfer calls to appropriate individuals
• Schedule meetings or appointments and update calendars
• Arrange staff meetings; coordinate in-office and offsite meetings, lunches, and events as needed
• Handle incoming and outgoing mail and faxes
• Make copies of correspondence and other printed material
• Compose, assemble, review, edit, and maintain documentation such as spreadsheets, presentations, emails, memos, reports, and other materials while ensuring grammar, punctuation, spelling standards, and internal style guidelines are maintained
• Produce and distribute scheduled and ad-hoc reports
• Perform basic bookkeeping (expense reporting, invoice processing)
• Maintain databases and filing systems, whether electronic or paper
• Operate office equipment such as fax machines, copiers, and phone systems, and uses computers for spreadsheet, word processing, database management, data entry, and other applications.
• Order and maintain inventory of appropriate office and meeting supplies
• The requirements herein are intended to describe the general nature and level of work performed by employee, but is not a complete list of responsibilities, duties, and skills required. Other duties may be assigned as required

EDUCATION AND EXPERIENCE

• High school diploma or equivalent
• 1 to 3 years of receptionist or administrative work experience
• Certification and/or License - may be required during course of employment

KNOWLEDGE, SKILLS, AND ABILITIES

• Proficiency with Microsoft Office Suite and company computer systems
• Able to demonstrate customer service skills in a courteous, professional, and helpful manner
• Able to respond courteously and efficiently to inquiries, complaints, and requests
• Able to communicate clearly and effectively, both verbally and in writing
• Able to interact positively and work effectively with others (interpersonal skills)
• Able to maintain confidentiality of information
• Able to problem solve
• Able to work with accuracy and attention to detail
• Able to multi-task
• Able to organize time, energy, and resources effectively to achieve goals (i.e., organizational skills)
• Able to perform tasks and duties under general supervision
• Must be able to read, write and speak English

An Equal Opportunity Employer including Disabled/Veterans