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Administrative Assistant in New York, NY at Securitas Security Services USA

Date Posted: 2/2/2019

Job Snapshot

Job Description

Job Code: 87439813399

Category: Administrative

  • The functions listed describe the business purpose of this job or position. Specific duties or tasks may vary and be documented separately. An associate might or might not be required to perform all functions listed. Additional duties may be assigned, and functions may be modified, according to business necessity.
  • All assigned duties or tasks are deemed to be part of the essential functions, unless such duties or tasks are unrelated to the functions listed, in which case they are deemed to be other (non-essential) functions.
  • Associates are held accountable for successful job performance. Job performance standards may be documented separately, and may include functions, objectives, duties or tasks not specifically listed herein.
  • In performing functions, duties or tasks, associates 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. Associates are required to notify superiors upon becoming aware of unsafe working conditions.
  • 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, associates are required to request clarification or explanations from superiors or authorized company representatives.
  • Billing, invoicing, corrections, payroll
  • Files correspondence and other documents in alphabetical or numerical order, or according to subject matter, or other system.
  • Timely distributes registered agent served documents, including garnishments and lawsuits.
  • Distributes mail to Legal Department and other departments as needed.
  • Photocopies legal documents, correspondence and related material.
  • Assists with closing files, logging, and sending files to storage.
  • Assists attorneys with transcribing attorney letters.
  • Updates project spreadsheets, including Excel spreadsheets.
  • Assists with reviewing and finalizing presentations, including PowerPoint presentations.
  • Reviews documents to assist with litigation defense.
  • Responsible for coordinating meetings, flights, and making further arrangements, as needed.
  • Faxes information to various locations.
  • Other duties that may be assigned as needed.

Job Requirements:

Education/Experience:

  • High School Diploma or G.E.D. and 0-2 years of experience.
  • Understanding of standard office procedures and practices.
  • Good organizational skills.
  • Courteous and professional manner.
  • Ability to stand for a long period of time while filing, as well as bending and lifting.
  • Technological experience, with preferred experience using Word, PowerPoint, and Excel.
  • Ability to learn new technological systems that are utilized in-house.

Competencies (as demonstrated through experience, training, and/or testing):

  • Ability to handle multiple tasks simultaneously.
  • Proficiency in Windows, Word, Outlook, PowerPoint, and Excel.
  • Excellent communication skills (written and oral).
  • Working Conditions and Physical/Mental Demands
  • With or without reasonable accommodation, a candidate must have the physical and mental capacity to effectively perform all essential functions described. In addition to other demands, the demands of the job include:
  • Maintaining composure in dealing with authorities, executives, clients, staff and the public, occasionally under conditions of urgency and in pressure situations.
  • Successful passage of background, reference, psychological, and controlled substance tests.
  • Required ability to handle multiple tasks concurrently.
  • Computer usage.
  • Handling and being exposed to sensitive and confidential information.
  • Regular talking and hearing.
  • Frequent sitting.
  • Occasional walking, reaching with hands and arms, stooping, kneeling, crouching and crawling.
  • Frequent lifting and/or moving up to 10 pounds and occasional lifting and/or moving up to 25 pounds.
  • Close vision, distance vision, and ability to adjust focus.
  • Work primarily performed in an office environment.

Job Requirements

PRIORITIZED SPECIFIC DUTIES PERFORMED AND ESSENTIAL FUNCTIONS:

-Coordinate office services for department, including personnel, budget preparation and control, housekeeping, records control and special management studies

-Maintain data and records following records retention guidelines and requirements

-Make recommendations on managerial methods in order to improve workflow, simplify reporting procedures or implement cost reductions

-Maintain operating practices, such as recordkeeping systems, forms control, office layout, suggestion systems, personnel and budgetary requirements, and performance standards to create new systems or revise established procedures to maximize efficiency of operations

-Coordinate collection and preparation of operating reports

-Prepare reports including formulating conclusions and recommendations for solutions of administrative problems

-Process shipper and property gate passes

-Maintain sign-in register for all visitors

-CCTV system monitoring

-Collect and mail for office personnel

-Submit Badge Access requests

-Submit telephone requests: voicemail- additions, changes, and deletions

-Notify tenants of visitor arrivals