JM TEST SYSTEMS, INC.
Job Analysis and Description
I. JOB SUMMARY
Assistant (AA) provides administrative support and administrative assistance to
a unit, department or company. The AA is
a key player supporting efficient operations and may be the primary contact for
a business unit. He/she assists with the
organization of department and provides general administrative support in
day-to-day functions as well as performing various duties such as data entry, typing,
filing, answering the telephone, scheduling events, creating invoices, quoting equipment,
processing purchase orders, processing work orders and assisting co-workers
with workloads to support office efficiencies and customer services. The
AA attends and participates in regularly scheduled and special meetings with
position supports company operations to foster excellence in executing JM Test
Core Values, following all system protocols in compliance with those standards (Quality,
Safety) regulations and company policies.
II. JOB RELATIONSHIPS
Immediate Supervisors: Manager
Workers Supervised: None
Interrelationships: Works closely with Manager and communicates
with personnel at various JM Test System facilities.
III. QUALIFICATIONS (to
be hired into the position):
Must have a High school diploma or GED equivalent required.
Training and Experience:
organization skills and attention to detail.
communicate effectively both orally and in writing.
Microsoft Office programs (Outlook, Word, and Excel).
of administrative and clerical procedures; filing, word processing, purchasing.
work as part of a team.
DEMANDS/ABILITIES AND WORK ENVIRONMENT
Works primarily inside a corporate office space on a
regular basis. Work involves extended periods of sitting while typing, writing,
answering phones, viewing a computer screen and utilizing computer-related
objects (keyboard and mouse). Requires
standing during filing activities. Must be able to hear and understand normal
conversations in person and over phone and speak clearly. Work requires the ability to see near and
distant objects, have accurate color vision and depth perception.
Because of the nature of the company, this position will
sometimes expose the employee to loud noise, mechanical hazards, fumes, gases
and machinery operation noises while moving around the facilities. May be
responsible for moving materials and other items requiring pushing, pulling,
reaching, carrying, and occasionally lifting objects up to 30 pounds.
RESPONSIBILITIES AND ESSENTIAL TASK/DUTIES
A. Administrative and Miscellaneous Support
Assists with organization of
department and provides general administrative support in day-to-day
general administrative duties such answering telephone, filing and typing to
support office efficiencies and customer service. Forwards incoming calls to
appropriate staff members.
Attends and participates in regularly scheduled and
special meetings with colleagues to maintain open communications and seek ways
to improve the effectiveness and efficiency of operations.
Assists with meetings. Prepares agendas for meetings, distributes
meeting documents, records meeting notes and tasks, publishes meeting notes on
JM Test Wiki, and distributes notes to team members, ensuring accurate and
with procurement activities. Processes
purchase order requests for items in accordance with internal procedures,
obtaining signature approval, tracking purchases, and following-up on purchase
orders as they are filled.
with work orders. Processes work orders for
calibrated and/or repaired equipment in accordance with internal procedures. Reviews work order status in CalMapp, observing
need by date and other relevant information.
Follows-up on work order need by dates and adds notes regarding equipment
status in CalMapp. Adds work order number to the daily hot list as needed.
with invoice billing. Processes incoming work orders / purchase orders / change orders, verifying
pricing, purchase order numbers, etc. to assure that all information is
correct. Contacts customers as necessary by telephone and/ or e-mail to confirm
PO data and to provide pricing information and other quotes as needed (often
presented in an Excel worksheet). Scans
and saves invoices to the appropriate Network drive folder, and e-mails or
otherwise sends the invoice to the Customer’s Accounts Payable department in a
with equipment quotes. Prepares complete
and accurate sales and/or rental quote based on the customer’s needs and
consistent with all detailed information, verifying that all relevant
information is included in the quotation before submitting it to the customer.
with and/or delivers equipment to appropriate departments in a timely manner
and with all necessary documentation per service needs and internal JMTS
procedures, assuring accuracy of deliveries and documentation. This includes
rush and expedited equipment, To-Factory equipment, Lab equipment, new sales
equipment and rental equipment.
Assists with scheduling training and other events. Reserves event space, procures event or training
materials, prepares attendee invitation, and confirms attendee
co-workers with workload to support office efficiencies and customer services.
closely with supervisor to improve operations, offering suggestions for task
and process improvement in both administrative and technical areas of
other tasks and projects as needed or assigned.