MANSFIELD TYPEWRITER CO

Job Description

Date:June 11, 1997

Job Title: Administrative Assistant

Department: Office Systems

Supervisor: Division Manager

Position Is: Exempt

Requirements:

  • Excellent verbal and written communication
  • Ability, speed, and accuracy to handle paperwork expeditiously
  • Professionalism
  • Service oriented towards customers and associates
  • Detail oriented
  • Logical and Analytical thinking
  • Computer literate
  • Proactive sense of urgency to take the initiative

Education & Experience:

  • Associate’s Degree (helpful)

Purpose:

The purpose of the Administrative Assistant for Office Systems is to establish rapport and credibility with vendors

Essential Responsibilities:

  • Maintain current inventory by verifying customer service placement and change status of sold machines daily.
  • Track co-op funds, file claims, balance with vendor, expend accrued funds.
  • Work closely with supply and equipment warehouse personnel to prevent stock outs in other divisions.
  • Reconcile sold report and enter warranty information for Service department.
  • Run End of Month computer report and compile information for Controller, Financial Assistant to President, and Operations Manager.
  • Order equipment and supplies; receive same in computer, approve the invoices for payment and process check orders for cash in advance. (Work with Rolsystem)
  • Maintain file and current pricing from vendors.
  • Oversee department’s yearly inventory count, reconcile variances and help locate missing equipment.
  • File claims for damaged, lost, or stolen equipment and/or supplies as needed.
  • Order literature, receive and reconcile with Co-op statement as needed.
  • Manual stock adjustments and reconcile with reports.

  • Contact vendors for best pricing; obtain samples for comparison and evaluation as needed.
  • Facilitate yellow pages advertising for local and out-of-town directories.
  • Secure radio and television advertising spots.
  • Maintain petty cash and change funds.
  • Plan and facilitate Expo, Products shows, and seminars.
  • Maintain necessary files of PO’s, serialized invoices and etc.
  • Responsible for reports to President concerning current purchases and check requests.
  • Print available report for sales personnel.
  • Answer questions and research solutions for Division Manager and others.
  • Responsible for Ricoh Major Account Placement, reconcile monthly report and charge service for supplies included.
  • Facilitate new placements and return completed paperwork to vendor.
  • Track BPA purchases, reconciling with vendor for all three companies and secure credits where due.
  • Distribute department mail, checks, copies of Cantana Rept, Live Wire and Leasing report.
  • Maintain file and process invoices from servicing dealers of copy service equipment for machines placed outside of territory.
  • Arrange customer appreciation golf outing annually.

Nonessential Responsibilities:

  • Make reservations for hotel and flights for departmental travel.
  • Track departmental absence times and reconcile with Personnel Manager.
  • Attend educational programming that is designed to increase knowledge pertinent to the organization’s goals.
  • Other duties or tasks as assigned by Division Manager.

Salary 

Hourly 

Commission

Salary Range:

Minimum:

Maximum:

I hereby authorize that I have read the Job Description and verify that I am able to perform the job.

Signature:______Date:______

Printed Name:______