JOB DUTIES:
To provide
clerical support as follows:
1.Typing,
filing, transcription, and/or shorthand.
2.Operate a
PC and standard software programs.
3.Prepare
expense books.
4.Sort and
deliver mail.
5.Make
travel arrangements.
6.Coordinate
communications by receiving and passing along e-mails, notices, etc.
7.Maintain
staff attendance records for vacation, sick days, personal time, etc.
8.Prepare
presentation materials as needed.
9.Maintain
records and prepare reports such as organization charts, phone lists, records
retention,
budget
information, etc.
10.Schedule
meetings and maintain calendars.
11.Arrange customer/dealer/consultant visits including lodging, meals,
scheduling, meetings, etc.
12.Provide
routine maintenance for equipment such as fax, copier, printer, etc. by adding
toner,
changing
settings or calling for support, etc.
13.Provide
other routine administrative duties as required.
14.Provide
back-up duties for other administrative professionals as needed.
In addition
to the above duties, the incumbent spends a significant amount of time
organizing and expediting workflow through the supervisor’s office. Job duties
also require the use of advanced levels of understanding and skill in modifying
software applications, utilizing advanced functions in word processing or
spreadsheet applications, advanced graphics, etc.
Incumbents
must be able to organize, complete and maintain large projects such as a
database for a process improvement. This might also include the direction and
coordination of the activities of others such as temporary clerical help,
co-ops, other administrative professionals, etc.
Provide
advanced administrative support or maintenance of computers and programs
including troubleshooting printers, FAX machines and other office equipment.
Provide support to other area personnel on software applications, intranet,
Global Travel Reporting, PDP. This support includes recommending
changes/improvements and following through to implementation. The incumbent
will participate on project teams, implement and provide data analysis of
reports such as budgeting and forecasting.
Business
contacts generally include persons at all levels in the Company as well as
executives from outside businesses and organizations.
BACKGROUND/EXPERIENCE: Candidates for
this job have a variety of secretarial experiences gained at sectional,
divisional and departmental levels. The job requires the application of
seasoned, advanced administrative skills gained through years of experience and
challenge in the more advanced and complex features of administrative support
work. Must demonstrate a broad knowledge of Caterpillar and the business unit
processes. Strong person-to-person skills are required as well as proficiency
in managing the daily activities of an office or work area. Vocational training
and administrative professional certification are strongly desired. Requires a
thorough knowledge of the principal’s accountabilities and method of operation
plus the ability to work independently with only general guidance on a variety
of special projects.