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Administrative Assistant

Company: Total Safety
Location: Chino
Posted on: November 17, 2021

Job Description:

Performs basic clerical and administrative duties for assigned department. Prepares documents, correspondence and reports as directed. Proofreads for grammar and spelling. Copies, binds and distributes as directed.

Enters data to maintain and update various databases and spreadsheets. Ensures data integrity by verifying input and calculations. Uses standard templates for regular departmental activities, reports and presentations to maximize efficiency and reduce turnaround time.

Assists others by furnishing information and helping with basic problem resolution. Answers questions via phone or email and provides accurate and timely information. Takes accurate phone and verbal messages and ensures that messages are communicated in a timely manner.

Creates, runs and distributes standard periodic reports, to communicate follow-up requirements and to summarize reports, etc. Maintains organized computer and/or hard copy files for easy identification and retrieval.

Plans, coordinates and makes arrangements for on-site and off-site meetings conferences and special events. Coordinates scheduling, travel for attendees, meeting materials, AV and catering arrangements.

Ensures accurate and timely communication to involved parties.

Assists others in department as necessary. Assists others in office as needed including providing back-up reception. May assist with departmental human resource functions, which may include maintaining time off requests. Cross-trains with others as assigned.

Qualifications

Education : High school diploma or GED preferred.

Experience: Previous experience in an office setting preferred.

Other Required Skills, Knowledge or Abilities : Exposure to office equipment such as personal computers, copiers, calculators, fax machines, etc. Basic PC skills with ability to enter data and verify accuracy. Ability to handle confidential or sensitive information or issues. Prior billing experience, good working skills with Microsoft Office - heavy use of Outlook and Excel. Light understanding of accounting principles and Rentalman Operating System.

Interpersonal Communications : Understanding of basic math and the ability to read, write and comprehend written and verbal English. Contacts with immediate associates and immediate supervisor for instructions, training and guidance. Some contact with other departments or external contacts to clarify, obtain and furnish information. May have some external contact with suppliers or customers. Effective oral and written communication skills with good vocabulary, good grammar and good telephone etiquette.

Physical Demands

While performing the duties of this job, is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. Occasionally required to stand; walk; and stoop, kneel, or crouch. Must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, and ability to adjust focus.

Work Environment

Spends most of the time in an office environment. Occasional visit to shop area.

Reporting Relationships

Complexity of Duties and Decisions : Works consists of varied but routine tasks, processes or operations that are clearly defined. Uses pre-determined standards to ensure that data is entered, reports are distributed, and projects are completed in accordance with department policies and procedures. Resolves basic questions & refers more complex issues to higher levels.

Authority : Works under direct supervision: Specific instructions are given on assignments or follows written or verbal instructions and established procedures and standard practice to perform assigned tasks.

About Total Safety:

Total Safety is the world's premier provider of integrated safety and compliance services and the products necessary to support them, including gas detection, respiratory protection, safety training, fire protection, compliance and inspection, comprehensive flare services, industrial hygiene, onsite emergency medical treatment/paramedics, communications systems, engineered systems design, and materials management.

Total Safety operates from 176 locations in 20 countries to ensure the safe Wellbeing of Workers Worldwide (W3).

Total Safety is proud to be an Equal Opportunity Employer and will not discriminate based on race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veteran status or any other protected status.

If you require special assistance or accommodation while seeking employment with Total Safety, please contact Human Resources at (713) 353-5152. (For telecommunications device for the hearing impaired - TTY, please contact 711).

Keywords: Total Safety, Chino , Administrative Assistant, Administration, Clerical , Chino, California

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