Administrative Assistant
Description
The Administrative Assistant is responsible for maintaining front desk operations, which includes welcoming and helping guests, clients, vendors and employees in person and by phone. Additional responsibilities include answering incoming calls on a multi-line phone system for the Municipal and Schools division, overseeing the organization of all office related events and tending to other local office needs as needed. As the first point of contact for clients, guests, and employees, the Administrative Assistant must maintain an approachable and courteous demeanor and ensure issues and questions are directed to the person who will resolve them. An ideal candidate will have high energy and a positive attitude and be warm, friendly and proactive. Because of the nature of the responsibilities, this position is 100% office based.
Responsibilities
- One of the main responsibilities is answering incoming calls and directing callers to the appropriate person or support team
- When necessary, create a support incident in the customer relationship management system with high‐level background information about the issue
- Together with Admins in divisional offices, provide a consistent telephonic experience for callers
- Coordinate with Admins in divisional offices to ensure telephone coverage during employee breaks
- Receive and assist visitors and Tyler employees
- Monitor email inboxes and assist with requests as assigned
- Assist in keeping training and reference documentation up to date
- Perform facility‐related duties as assigned, including shipping and receiving
- Provide administrative support to Tyler associates as required
- Assist with large group needs, such as, meals, accommodations, conference room reservations, etc.
- Effectively manages internal office communications in-person and via email
- Sort and deliver incoming mail
- Work together with HR and IT to coordinate new hire welcome and setup
- Active member in office-wide committees
- Other duties as assigned
The successful individual will:
- Exhibit a high level of dependability and accuracy
- Demonstrate strong organization skills
- Demonstrate effective communication skills with a wide range of clients, both internal and external
- Quickly grasp and employ multi‐line telephonic hardware and software operation and service-related behaviors.
- Create incidents for all divisional products in the client relationship management system
- Evaluate issue severity with regard to escalation and demonstrate a sense of urgency
- Be a creative problem solver and think outside the box for ways to enhance local office culture
- Provide service that consistently demonstrates visitor empathy, a good work ethic, and respect for clients, visitors and Tyler associates
- Adapt to changing environments
Qualifications
- AS/AA degree in business is desired; high school diploma or at least 2 years’ equivalent work experience is required.
- Demonstrated ability to maintain a positive, professional attitude and an aptitude for service is required in our high‐call volume environment.
- Excellent verbal and written communication skills, and the interpersonal ability to effectively work with others is required.
- Proficiency using computers and Microsoft Office products is required, particularly Outlook and Word. Exposure to Microsoft Dynamics CRM is desired.