Call: +1(315) 782-3000 Info@StebbinsEng.com

The STEBBINS Engineering and Manufacturing Company

Start: March/04/2019

Communications and Records Assistant

JOB DESCRIPTION


JOB TITLE:                              COMMUNICATIONS & RECORDS ASSISTANT

 

DEPARTMENT:                        WORD PROCESSING/COMMUNICATIONS & RECORDS

 

LOCATION:                              STEBBINS – WATERTOWN, NY

 

SUPERVISOR:                           DEPARTMENT HEAD

 

SUPPORTING STAFF:               NONE

 

STATUS:                                  FULL-TIME (NON-EXEMPT)

 

REVISION DATE:                      FEBRUARY 2019

 

 

GENERAL STATEMENT OF DUTIES:

Maintain Stebbins Document Control Inbox (Stebbins' electronic filing system), Review/issue proposals to clients, Processes incoming/outgoing mail, general filing and organizing for multiple departments, Federal Express, customer purchase orders, field payroll reports, requests for quotations, transmission of faxes, monitors and distributes incoming STEBBINS general email communications and coding monthly billing statements.

 

Maintains job files when necessary, Digester and Observation records.

 

Sets up jobs/job envelopes when required and maintains the follow up folders.

 

ESSENTIAL FUNCTIONS OF THE JOB: (Includes, but is not limited, to the following):

 

Ø  Maintain Stebbins Document Control Inbox (Stebbins' electronic filing system)

Ø  Review/issue proposals to clients

Ø  Process overseas contracts for field crew

Ø  Processes field payroll reports upon receipt after other mail is processed.

Ø  Processes customer purchase orders when received.

Ø  Opens, sorts, date stamps all incoming mail when received.

Ø  Processes requests for quotations.

Ø  Maintains job files.

Ø  Sets up jobs.

Ø  Processes incoming and out-going Federal Express mail.

Ø  Scans documents when necessary to job, follow-up or letter file.

Ø  Answers phone, screens calls, routes calls to appropriate person.

Ø  Maintains Digester and Observation records as needed.

Ø  Assembles Job Instruction packages to mail to the superintendent.

Ø  Assembles new hire packets for all STEBBINS employees.

Ø  Code monthly billing statements prior to sending them to Accounting.

Ø  Keep Department of Labor and mandatory posters up to date. (State & Federal for all offices including Canada)

Ø  Maintains travel information, records and issues weekly itinerary.

Ø  Maintains reminder file system.

Ø  Transmits and distributes faxes.

Ø  Recommends or develops cost-saving or time-saving ideas.

Ø  Participates in professional development programs as requested or required.

Ø  Able to react to change productively and handle other tasks.

 

 

EMPLOYMENT STANDARDS

 

Must be able to follow prescribed office policies and procedures and obey all safety rules.  Maintain confidentiality of sensitive and confidential information.  Maintain a business-like professional appearance in manner and attire at all times.

 

KNOWLEDGE/SKILLS

 

Preferably fluent in French and English Languages, both written and verbally. Knowledge of business terminology, spelling, grammar, arithmetic and general office practices/procedures.  Ability to work independently or as part of a team.  Proficient with MS Excel and MS Word. Able to deal effectively with people and to maintain effective working relationships with other employees.  Ability to understand and carry out instructions. 

 

EDUCATION/EXPERIENCE NEEDED TO PERFORM JOB

 

High school or college graduate with general office and computer experience. 

 

EQUIPMENT USED

 

Multiline telephone system, internet for Federal Express, fax, typewriter, computer, copier, postage meter, FILEMAKER program.

 

ON-JOB TRAINING

 

6 months – 1 year

 

WORKING CONDITIONS 

 

Office environment with limited work space.

 

LICENSES/CERTIFICATION REQUIRED

 

None 

 

ACCOUNTABILITIES

 

Responsible for timely and accurate completion of all assigned duties.

 

JOB DEMANDS

 

Standing, walking, sitting, carrying, climbing stairs, reaching, speaking, kneeling, seeing, hearing, problem solving, alertness, memory, finger/hand dexterity, overtime, phone contact, working with in-house staff and outside public, meeting deadlines, reading.

 

GENERAL

 

Office hours are 37-1/2 hours per week.  Due to work requirements of the Company, working in excess of regular work week may be required at times.  This position may also include being cross-trained to do other jobs in the Department and Company.  The Company realizes that it is difficult to list all of the components of a job and that there will be a review of this job description from time to time in an effort to keep it up-to-date and complete. 

 

 

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