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Administrative Assistant

Location : Springfield, MA
Job Type : Direct
Hours : Full Time
Required Years of Experience : 3+
Required Education : High School Diploma or Equivalent
Travel : No
Relocation : No

Job Description :
United Personnel is seeking an Administrative Assistant for a local Marketing Firm. This is a great opportunity for someone looking to grow a career in Marketing or an Office Setting. 


Length: Temp to Perm or Direct Hire 


Hours: Mon-Fri 8:30am-5:30pm


Pay: Starting at $17 per hour; negotiable with experience


Position Summary: As the receptionist/administrative assistant, you will perform administrative and office support activities for the agency. Duties include answering/fielding telephone calls, receiving and directing visitors, word processing, creating spreadsheets and assisting with accounts payable and receivable, and filing. Aids in superior customer satisfaction.


Primary Position Functions:

  • Performs administrative duties in support of the smooth operation and presentation of the office

  • Answers phones/field calls; serve as a gatekeeper

  •  Receives and sorts mail, ships packages, photocopies, faxes, scans

  • Assists with monthly print vendor invoice reconciliations, filing A/P and A/R, mailings

  • Receives and direct visitors and clients

  • Prepares weekly staff meeting agendas and keeps minutes

  •  Takes lead in keeping storage area clean, stocked and organize

  • Maintains inventory office supplies and orders office supplies 

  •   Reviews publications for client/competitor ads/articles

  •   Assists in filing completed jobs

  •  Assists with weekly check runs, including collating stubs with bills and paying invoices with credit card

  •    Responsible for the front reception area and conference rooms

  •    Reconciles corporate credit card statements

  • Updates monthly billing checklist for office manager  



Additional Responsibilities:

  •    Coordinates community events, charitable contributions, client & political communications as needed.

  • Assists staff with other duties as required.

   Runs errands (store, printers, restaurants, post office client deliveries) as needed



  • Develops and maintains effective collaborative working relationships with others

  • Builds effective relationships, identifies customer expectations, sees issues from their point of view; offers creative, practical solutions and recommendations

  • Ability to accept responsibility for own actions, including failures, and embrace experiences as learning opportunities

  • Strong organizational skills; manage a fast-paced workflow with ability to pivot and prioritize

  • Ability to choose the right methods to solve a problem

  • Flexibility; receptive to change and able to adjust to different styles, personalities and circumstances 

  • Uses the necessary steps to successful execution/completion of tasks within the work environment, and demonstrates necessary discipline in adhering to existing processes; uses creativity/innovation in analyzing needed changes/improvements to existing processes

Required Qualifications :

  • Minimum of 3 years customer service experience

  • Extremely proficient in attention to detail

  • Strong written and oral communication skills

  • Fantastic customer service skills

  • Awareness of surroundings and ability read situations and respond effectively




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