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Administrative Assistant

Clark Seif Clark Inc.

This is a Full-time position in Chandler, AZ posted August 4, 2021.

Clark Seif Clark, Inc.Job DescriptionJob Title: Receptionist/Administrative AssistantDepartment: PhoenixReports To: Derrick Denis – Regional Manager Summary: Schedules appointments, gives information to callers, and otherwise relievesofficials of clerical work and minor administrative and business detail by performing thefollowing duties.Essential Duties and Responsibilities include the following. Other duties may be assigned.Handle incoming and outgoing callsAccept project phone calls and set up new projectsAssign appointments and projects for inspectors and maintain company electronic calendarSet up reports, enter lab results, enter and download photos, input comments and complete as much information as possible into reports for project and check for accuracySet up jobs in the CSC databaseCreate physical files for new projectsMaintain business files in the office – project files, subpoenas, invoicing, billing, reports, lab resultsHandle distribution of reports and invoicesOrder office and field supplies as neededHandle correspondence between Phoenix office and other CSC officesMaintain customer relations – establish a rapport with new customersHelp design and maintain a professional office atmosphereVerify lab charges and dispute any discrepanciesWrite, complete and submit Chains of Custody to the labsSend out Federal Express shipmentsVendor invoice verification and entry into project management softwareOther duties as requiredCompetenciesTo perform the job successfully, an individual should demonstrate the following competencies :Customer Service – Manages difficult or emotional customer situations; Responds promptly to customer needs; Responds to requests for service and assistance; Meets commitments.Interpersonal Skills – Maintains confidentiality; Listens to others without interrupting.Oral Communication – Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; responds well to questions.Written Communication – Writes clearly and informatively; Edits work for spelling and grammar; Able to read and interpret written information.Teamwork – Balances team and individual responsibilities; Contributes to building a positive team spirit; Puts success of team above own interests; Supports everyone’s efforts to succeed.Judgement – Includes appropriate people in decision-making process.Planning/Organizing – Prioritizes and plans work activities; Uses time efficiently; Organizes or schedules other people and their tasks.Professionalism – Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.Quality – Monitors own work to ensure quality.Quantity – Completes work in timely manner; Works quickly.Adaptability – Manages competing demands; Able to deal with frequent change, delays, or unexpected events.Attendance/Punctuality – Is consistently at work and on time; Ensures work responsibilities are covered when absent.Dependability – Follows instructions, responds to management direction; Takes responsibility for own actions; Completes tasks on time or notifies appropriate person with an alternate plan.Initiative – Asks for and offers help when needed.Qualifications1-2 years experience required. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Education and/or ExperienceOne year certificate from college or technical school; or two years of related experience and/or training; or equivalent combination of education and experience.Language SkillsAbility to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence .Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.Mathematical SkillsAbility to add, subtract, multiply, and divide in all units of measure, using whole numbers,common fractions, and decimals.Reasoning AbilityAbility to apply common sense understanding to carry out instructions furnished in written,oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.Computer SkillsTo perform this job successfully, an individual should have knowledge of the following applications: Mircosoft Access, Excel and Word. Experience with Ajera a plus!Physical DemandsThe physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this Job, the employee is regularly required to talk or hear. The employee is frequently required to sit; use hands to finger, handle, or feel and reach with hands and arms. The employee is occasionally required to stand; walk; climb or balance and stoop, kneel, crouch, or crawl. The employee must regularly lift and /or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.The noise level in the work environment is usually quiet.

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