04 - Operations Support Administrator 1

General Overview

Functional Area: Operations (OPS)
Career Stream:  Operations Support (SUP)
Role: Administrator 1
Job Title: Operations Support Administrator 1                   
Job Code: AD1-OPS-SUP
Job Level:  Level 04                 
Direct/Indirect Indicator: Indirect

Summary

Receives no instructions on routine work; receives general instructions on new assignments. Tasks are semi-routine in nature where ability to recognize deviation from accepted practice is required. Decisions/actions may cause a minor impact on work unit operations or schedules. Situations not covered by procedures are referred to a higher level. May demonstrate work methods to new employees. Deals directly with the immediate supervisor, co-workers, and team members; engages in exchanges of factual information and provides some explanation. Interactions with external contacts, if applicable, require exchanging factual information and providing some explanation. 

Detailed Description

Performs tasks such as, but not limited to, the following:

• Provides general administrative and/or customer service support to relieve department managers or staff of administrative details. 

• Receives, screens, and distributes incoming mail.

• Gathers, sorts, and enters data into one or several databases. 

• Maintains database integrity by periodically reviewing contents and evaluating files for accuracy. 

• Answers incoming calls to the company’s main phone number. 

• Greets visitors arriving at the main lobby reception area. 

• Determines the nature of the caller’s/visitor’s business and directs the individual to the appropriate employee or location. 

• Arranges conference rooms and conference phone reservations. 

• Maintains a visitor’s log. 

• Issues and tracks security badges for visitors, new employees, contract employees and contractors. 

• Creates and maintains a database for the storage and recovery of employee photographs.

• Orders supplies and/or services, sets up and maintains files.

Knowledge/Skills/Competencies

• Ability to evaluate and prioritize a variety of tasks to ensure their timely and accurate completion while working with frequent and ongoing interruptions.

• Ability to communicate effectively, both verbally and in writing, with a wide variety of internal and external customers.

• Ability to efficiently organize, file and retrieve hard copy and electronic information relating to the business of the work unit.

• Ability to manage sensitive department and employee information confidentially.

• Knowledge of and ability to operate routine office equipment, which may include a multi-line phone system.

• Ability to communicate clearly, quickly determine the nature of a call or visit, provide correct information and route calls or visitors to the appropriate 

• Ability to present a positive, professional image of the company to a wide variety of callers and visitors

Physical Demands

• Generally performed in a normal office environment.

• Duties may require extended periods of sitting and sustained visual concentration on a computer monitor or on numbers and other detailed data. 

• Repetitive manual movements (e.g., data entry, using a computer mouse, using a calculator, etc.) are frequently required.

Typical Experience

Two to four years’ relevant experience

Typical Education

High School diploma, or consideration of an equivalent combination of education and experience. 

Educational Requirements may vary by Geography

Notes

This job description is not intended to be an exhaustive list of all duties and responsibilities of the position. Employees are held accountable for all duties of the job. Job duties and the % of time identified for any function are subject to change at any time.