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We have a contract need for an Administrative Associate with our Austin, TX client. The role is responsible for performing administrative support duties within the assigned area. Responsibilities are specific to the organizational unit (i.e. region, district, department, plant, etc.).
The work schedule is generally Monday through Friday 8:00 am to 5:00 pm. There is occasional overtime and weekend work.
Essential Job Functions & Tasks:
- Major responsibilities: under moderate to limited supervision, perform administrative duties, compose, prepare, review and/or process documents which require judgment, independent analysis, and good working knowledge of company and/or department procedures; maintain confidentiality of Company matters and data as required. Utilize Microsoft Outlook, Excel, Word, and Powerpoint as well as other department software/systems as needed.
- Communication and interpersonal skills: effectively and clearly communicates instructions, ideas and department procedures and policies to customers, employee and managers; works effectively as a team member within the department and due to knowledge and expertise, participates on inter-department teams as requested.
- Customer focus: anticipates needs of customers, management, and department, providing recommendations for procedure revisions and efficiencies that improve customer service.
- Problem solving and initiative: use independent judgment, initiative and knowledge of department and company needs and goals in accomplishing work assignments; reviews, initiates and recommends corrective actions or improvements to administrative practices; reaches out to others inside and outside of department who are knowledgeable to assist in resolving issues.
- Recipients are usually judges, attorneys and other parties often with differing or adverse dispositions. It is imperative that the materials be accurate – hence “attention to detail” is more than just an expression – it’s an absolute necessity.
- Assist in a team work environment with the following tasks:
- Exchange documents with various courts and administrative agencies and opposing parties (some daily pedestrian travel within a 5 block range or if further a company vehicle will be used)
- Serving large number parties to a case with aforementioned materials via hand-delivery, courier service, USPS mail, over-night courier and email.
- Maintain file system of aforementioned materials
- Mail to large number of parties in a single event (1000 recipients or more)
Basic Qualifications:
- High school diploma or GED.
- One year of administrative work experience.
- Demonstrated computer proficiency including the use of Microsoft Office Products.
- Requires experience with MS Word, MS Excel (60 wpm minimum)
- Must possess the ability to organize data and processes and communicate effectively, both orally and in writing.
- Displays good analytical and problem solving skills.
- The environment is fast paced and often changes priorities with little forewarning. It’s all about communication in a team work setting.
Prefer familiarity with the following:
- Adobe Acrobat for document labeling and editing
- Mail merges using MS Excel (letters and mailing/shipping)
- Mail merges for mailing/shipping using Stamps.com, Fed-Ex and other similar applications
- Various other tasks administrative tasks as needed.
Reference: 1043260
Worried that you don’t meet every single requirement listed in the job ad? Studies have shown that individuals from marginalized groups are less likely to apply to jobs unless they meet every single qualification. Hive + Co. is dedicated to building a diverse, inclusive and representative workplace, so if you’re excited about this role, but worried that you don’t meet every requirement, we encourage you to apply anyways. We’d love to get to know you.