Administrative Assistant

JOB SUMMARY

The Administrative Assistant provides administrative, clerical, customer service, and organizational support to Mountain View Co-op. This position serves as a key point of contact for customers, employees, vendors, and business partners while helping ensure efficient office operations and accurate recordkeeping.
 

The Administrative Assistant supports a variety of business functions and departments, including accounting, operations, human resources, and other administrative areas as needed. Success in this role requires strong organizational skills, attention to detail, adaptability, professionalism, and the ability to effectively manage multiple priorities in a fast-paced environment.

REPORTING RELATIONSHIP

Reports to the Accounting Manager.

May provide administrative support to other departments and personnel as assigned.

ESSENTIAL DUTIES & RESPONSIBILITIES

The duties and responsibilities listed below are representative of the work performed by this position and are not intended to be all-inclusive.

Administrative & Customer Service Support
 

• Provide professional and courteous customer service to customers, vendors, visitors, and employees.
• Answer, screen, and direct incoming telephone calls and inquiries.
• Greet and assist visitors in a professional and welcoming manner.
• Receive, sort, and distribute mail, packages, and correspondence.
• Prepare, maintain, distribute, and file business documents, reports, records, and correspondence.
• Maintain organized electronic and physical filing systems.
• Assist with office supply inventory and purchasing.
• Support daily office operations and administrative functions.
• Coordinate and communicate information between departments as needed.

Departmental Support

• Provide administrative support to the Accounting Manager and other departments as needed.
• Assist with data entry, recordkeeping, reporting, and document management.
• Support routine departmental, operational, and administrative activities.
• Assist with special projects and company initiatives.
• Maintain accurate records and documentation in accordance with company policies and procedures.

General Responsibilities
 

• Maintain professionalism, confidentiality, integrity, and accuracy in all aspects of work.
• Foster positive working relationships with customers, coworkers, vendors, and management.
• Comply with all company policies, procedures, and safety requirements.
• Participate in required training and compliance programs.
• Maintain regular and reliable attendance.
• Adapt to changing business needs and priorities.
• Perform other duties as assigned.

KNOWLEDGE OF

• Customer service principles and office administration practices.
• Microsoft Office applications, including Outlook, Word, Excel, and related business software.
• General recordkeeping and business office procedures.
• Office equipment and technology.
• Workplace safety practices and procedures.

ABILITY TO
 

• Establish and maintain effective working relationships with customers, coworkers, vendors, and management.
• Communicate effectively both verbally and in writing.
• Organize, prioritize, and complete multiple tasks accurately and efficiently.
• Exercise sound judgment and problem-solving skills.
• Handle confidential information with discretion and professionalism.
• Learn and adapt to new systems, processes, and technology.
• Work independently and collaboratively in a team environment.
• Follow verbal and written instructions and meet established deadlines.

MINIMUM QUALIFICATIONS

Education

• High School Diploma or GED preferred.

Preferred Experience

• Two (2) years of administrative, clerical, customer service, or related experience preferred.

License/Certification

• Valid Montana Driver's License with an acceptable driving record.

ESSENTIAL PHYSICAL REQUIREMENTS

The physical demands described below are representative of those required to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the job.

Physical Abilities

• Ability to communicate effectively in person, by telephone, and electronically.
• Ability to read, analyze, and interpret printed and electronic information.
• Ability to operate computers, office equipment, and related technology.
• Ability to sit, stand, walk, reach, bend, and perform repetitive hand movements throughout the workday.
• Ability to occasionally lift, carry, push, or pull up to 30 pounds.

Working Conditions

• Work is primarily performed in an office environment.
• Frequent interaction with customers, vendors, employees, and business partners.
• Exposure to varying noise levels associated with office and operational environments.
• Occasional travel for meetings, training, or company business may be required.

DISCLAIMER

This job description is intended to describe the general nature and level of work performed by employees assigned to this position. It is not intended to be an exhaustive list of all duties, responsibilities, qualifications, or working conditions. Management reserves the right to modify, assign, or remove duties and responsibilities as business needs require.

EQUAL EMPLOYMENT OPPORTUNITY & REASONABLE ACCOMMODATION

Mountain View Co-op is an Equal Opportunity Employer. All employment decisions are made without regard to any status protected by applicable federal, state, or local law.

Mountain View Co-op is committed to providing reasonable accommodations to qualified individuals with disabilities throughout the employment process. Individuals requiring accommodation should contact Human Resources.