Office Administrator

Image Sensing Systems, Inc. Saint Paul, MN
Office Administrator

This position is located in our office in St. Paul, Minnesota.

Position Purpose:

The Office Administrator role will serve visitors by greeting, welcoming, and directing them to appropriate parties. The position will be the first point of contact for the entire organization, which requires a positive and service-oriented attitude. The Office Administrator will also perform standard and advanced administrative duties, some of which may be of a confidential nature. This position requires considerable judgment and is typically performed under limited direction.

Essential Position Functions:

The core responsibilities of the Office Administrator are as follows:

Executive Administrative Assistant: Assist the Executive Team with scheduling travel, conference rooms, and provides support as needed with presentations and documentation.

Office Administration:Manage the front desk operations by greeting visitors with a positive and service-oriented attitude. Professionally and discreetly handles/routes incoming telephone calls and visitors communicating messages accurately and resolving inquiries as appropriate.Maintains security by following procedures, issues parking cards and office key fobs. Effectively manages and responds to everyday office operations and supplies.Assists with contracts and price negotiations with office supply vendors and service providers. Maintains and ensures all areas are stocked with appropriate supplies including non-office supplies, order and distribute office and non-office supplies as needed.Assist in ordering food and working with food vendors to schedule various catering needs for events or in-house meetings.Processes and reconciles daily and monthly credit card purchases and shipments. Assists, as requested, with organizing internal office events. Assists and performs special project assignments as directed by manager.

Shipping/Receiving:Sorting and distribution of incoming mail. prepare documents, bills of lading, pack, seal, label, or affix postage to prepare materials for shipping, using shipping system or postage meter.

Finance Administration: assist finance/accounting with administrative support including, but not limited to, filing, data entry, and administration of the travel program for the company.

Purchasing: Provide timely completion of order entry and placement with outside vendors.

Education and Experience/Skills Requirements:

* High School degree with post-secondary education in office administration or related field,

* Minimum 2-5 years' experience as an executive administrative assistant,

* A high degree of proficiency in Microsoft Office and Windows in a corporate environment.

Desirable Skills/Attributes:

* Demonstrated ability to work effectively with diverse individuals at all levels of the organization (internally and externally),

* Ability to maintain a high degree of confidentiality,

* Demonstrated strong communications (oral and written, including writing presentations and preparing Board books and shareholder communications)

* Knowledge of shipping software or shipping system

* Demonstrated ability to develop professional working relationships,

* Full comprehension of office management systems and procedures,

* Strong organizational and planning skills with the ability to prioritize workload and to handle a broad range or diverse activities

* Self-driven and willing to voice technical opinions and influence change

* Demonstrated ability to proactively resolve conflict,

* Demonstrated flexibility and adaptability.

Physical Demands:

* Lifting up to 30 pounds to receive and ship packages and stock supplies.

* Daily bending, sitting, standing, and walking.

* Daily phone and computer work.

* Should be able to work comfortably in a typical office environment.

* Ability and willingness to work M-F; extended hours as needed.

Additional Information:

Essential position functions and education and experience are representative of the minimum levels of education, experience and skills required to perform the vital duties of this position. The position description does not constitute a written or implied contract of employment. Image Sensing Systems, Inc. reserves the right to revise or change essential position functions and/or required duties and responsibilities as the need arises.

We are an Equal Opportunity Employer and do not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity, status as a veteran, and basis of disability or any other federal, state or local protected class.

Please submit your resume and cover letter to hr.recruiting@imagesensing.com.