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Admin. Assistant

This job posting is no longer active.

Location: Xuzhou, JS, China
Date Posted: Mar 9, 2021
Closing Date: Mar 10, 2021

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Description

JOB PURPOSE:  To provide advanced clerical and administrative support to managers and other staff to allow for more efficient operations
   
 

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.

Summary

JOB PURPOSE: To provide advanced clerical and administrative support to managers and other staff to allow for more efficient operations JOB RELATED CRITERIA: Supports Managers SG 29 through 31. Level of accountability of this position is commensurate to SG of the manager being supported. 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.
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Job Info

Mar 9, 2021

R0000015489

China


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