Job Title: Operations Support Assistant
REPORTS TO: Senior Vice President, Operations
DIRECT REPORTS: 0

POSITION PURPOSE:

The Operations Support Assistant provides administrative support for the SVP, Operations and all departments overseen by the SVP, in addition to serving as the primary point of contact for all external visitors.  This position incorporates a wide variety of administrative functions as well as special projects.

 ESSENTIAL FUNCTIONS

  1. Working from the front desk, this position greets and assists visitor(s) in a courteous manner, ensuring visitor(s) are properly identified and registered in the visitor log, and the appropriate staff member is notified of their arrival. Ensures the lobby area is maintained with an organized and professional appearance, properly stocked, clean and presents a pleasant environment for incoming visitors.
  2. Manages all incoming calls in a pleasant and professional manner and routes caller to the appropriate individual or distributes message(s).
  3. Supports operation department(s) staff as directed, with clerical support during heavy workload or special assignments, assuring that all work is completed in a timely and satisfactory manner. 
  4. Assists with coordinating onsite company events, including ordering and pick up of products, room setup, follow up of function requirements, and final breakdown and cleanup of event area. 
  5. Assists with the proper distribution of interoffice mail and prepares outgoing mail and packages for sending. Assures that all deliveries received in the lobby are properly distributed in a timely manner.
  6. Assists HR Manager process monthly billings from insurance providers, administer benefit enrollments and terminations with benefit providers and coordinate and assists with new employee orientations.  Serves as a secondary back up to processing bi-weekly payroll tasks or other tasks as assigned, meeting required deadlines and maintaining a high level of confidentiality. 
  7. May be required to input, update, or verify information in the company database or other software applications. 

KNOWLEDGE, SKILLS, & ABILITIES:

  1. Maintains knowledge of PCUA’s goals, culture, philosophy, products and services, policies, and internal practices.
  2. Proficient with Microsoft Office Suite products (Outlook, Excel, Word, PowerPoint).
  3. Ability to read and interpret documents, procedures, writes routine correspondence/letters.
  4. Workflow Management - Manage time effectively, meet deadlines and produce quality work requiring little or no review.  Manage high volume of work assignments.
  5. Judgment - Exercise good judgment and appropriate decision making within scope of job.
  6. Proven ability to handle confidential information with discretion.
  7. Communication – Speaks, listens and writes in a clear, thorough and timely manner using appropriate and effective communication tools and techniques.
  8. Relationship Management - Maintain strong and effective interpersonal skills and effective working relationships with all stakeholders, both internal and external.

EDUCATION/EXPERIENCE:

Graduation from high school or GED required with a minimum of 2-3 years’ related job experience, or an equivalent combination of education and experience.  Human resource experience and background a plus. 

Send resumes and salary requirements to [email protected].

The above reflects the general details considered necessary to describe the principal functions of the job identified and shall not be construed as a detailed description of all the work requirements inherent in the job.