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Administrative Assistant (Sales)

SUMMARY

Performs diversified and advanced secretarial functions and related administrative services for the Sales Department of Shultz Steel Company. Possesses high level secretarial skills. Demonstrates superior interpersonal and administrative skills commensurate with years of experience.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned. In performing functions, duties or tasks, employees are required to know and follow safe work practices, and to be aware of Company policies and procedures related to job safety, including safety rules and regulations. All functions, duties or tasks are to be carried out in an honest, ethical and professional manner, and to be performed in conformance with applicable Company policies and procedures. In the event of uncertainty or lack of knowledge of Company policies and procedures, employees are required to request clarification or explanations from superiors or authorized company representatives.

Perform general secretarial duties and functions as required for the Sales Department. This department is responsible for customer communications, including requests for quotation,

bid estimates and proposals, negotiations, follow-up, order receipt and processing, status of orders, and coordination of shipment and post delivery support.

Requires tact, judgment and highly developed sense of responsibility. Handles details of an extremely confidential nature. Efficient and prompt dissemination of information is required.

Schedules appointments, gives information to callers, takes dictation and/or fast notes, composes and types correspondence, reads and routes incoming mail, and performs other administrative and clerical duties.

Responsible for keeping an accurate and complete follow-up file, with special emphasis on specific action as noted.

Provide a continuous telephone log of all incoming calls including a brief message as to the nature of the call and follow-up, if any, required.

Provide a daily itinerary indicating all information pertinent to the day, i. e. key employees out-of-town, on vacation or sick, internal meetings, "to do" items, appointments, interviews, visitors, etc.

Assist other departments, managers and/or company officers with projects as needed.

Versatile in the use of PC's, including all components of Microsoft Office.

QUALIFICATIONS 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 EXPERIENCE

Some college preferred and four to ten years related experience and/or training; or equivalent combination of education and experience.

LANGUAGE SKILLS

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports and business correspondence. Ability to effectively present information and respond to questions from groups of managers, vendors, customers, and the general public.

MATHEMATICAL SKILLS

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.

REASONING ABILITY

Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.

OTHER QUALIFICATIONS

Typing speed 70 words per minute.

PHYSICAL DEMANDS The 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 sit; use hands to finger, handle, or feel objects, tools, or controls; and talk or hear. The employee frequently is required to reach with hands and arms. The employee is occasionally required to stand; walk; and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

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.

While performing the duties of this job, employee is occasionally exposed to vibration. The noise level in the work environment is usually moderate.



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