Job Description

Position summary

The Administrative Associate provides a variety of administrative support functions to a site, office and/or client, which may include tasks such as expense reports, time entry, invoice entry, calendar and phone management and opening client matters .

The rate of pay for this role at the noted RRD location is $24/ hour. Typically, roles follow step progressions to a target rate or set increments over time. Depending on the role, in addition to the hourly rate of pay, the total compensation package may also include overtime, shift differential, call-in, and/or stand-by pay. RRD’s benefit offerings include medical, dental, and vision coverage, paid time off, disability insurance, 401(k) with company match, life insurance and other voluntary supplemental insurance coverages, plus parental leave, adoption assistance, tuition assistance and employer/partner discounts.

Shift: M-F, 8:30am to 5:30pm

Job duties
(* denotes an “essential function”)

• *Intakes work requests from the client; including clarification of job instructions and negotiation of deadlines with the requester. Seeks alternate solutions to deadline requests, as needed
• *Prioritizes work requests across team and coordinates/balances multiple projects based on experience and following established guidelines, especially when working with escalated deadlines or issues
• *Applies own creativity, grammatical and/or composition skills to design and layout elements in presentations or materials to effectively support the client’s intended message.
• *Acts as a leading definitive resource for all questions relating to presentations, proofreading and quality assurance by the team
• *Detects formatting and compositional errors; verifies citations are properly formatted; checks corrected proofs against mark-up for quality assurance
• *Performs presentation design work of all levels with focus on identification and correction of errors in complex documents to ensure quality of return product to requesters.
• *Adheres to and monitors team members’ adherence to formatting standards, utilizing generally accepted formatting corrections and requisite resources, with an understanding of the client's business environment.
• *Demonstrates proper professional expectations for team members when dealing with client requesters and client work requests, including meeting deadlines and delivering high-quality work
• *Responsible for development and delivery of on-going training of new and existing team members in existing processes, as well as new trends or processes for presentations work
• *Facilitates focus and coordination on and between shifts in the production of deliverables to the client in order to meet or exceed the client’s expectations for quality, timeliness and service
• *Trains more junior staff members, as needed
• Communicates with manager and/or client on job or deadline issues in a timely and professional manner
• Assists the Lead, Supervisor or Manager in the execution of administrative and/or other procedures or systems across impacted team members
• Facilitates team’s adherence to company policies (conduct, attire, performance, attendance)
• Works collaboratively, demonstrating open and flexible communication, within and across team members
• Contributes to recommendations for individual development goals, trainings, or performance expectations to Lead, Supervisor or Manager to enhance team skill levels and quality outputs

Working conditions

• Position operates at sites with maximum of 24/7 operations. Individual shift requirements will vary by site.
• Ability to work overtime as needed.
• Work is performed in a professional work environment.

Qualifications

Job qualifications

• Bachelor’s degree or equivalent with years of experience able to substitute
• Minimum of 3 years prior office experience, proofreading, presentations or design experience
• Advanced knowledge of Microsoft Office suite (PowerPoint, Excel, Visio as examples); able to technically troubleshoot applicable software specific to the business/client; Advanced in various Adobe PDF and Creative Suite applications (Illustrator, Photoshop as examples)
• Advanced knowledge of presentations and/or proofreading procedures and/or generally accepted practices
• Extensive experience in business terminology, presentations and/or proofing formats; skill and efficiency in use of requisite resources
• Strong attention to detail; able to work on multiple projects simultaneously
• Able to apply intermediate to advanced requisite knowledge of appropriate grammar, spelling, composition to work requests
• Must have good organizational skills
• Must be able to meet deadlines and complete all projects in a timely manner
• Ability to handle sensitive and/or confidential documents and information
• Able to exercise good judgment to make decisions that conform to business needs and policy
• Able to troubleshoot more complex or advanced tasks, equipment or software concerns on own; understands when to escalate a problem to a supervisory level
• Ability to maintain professional composure when working with immediate deadlines
• Ability to work both independently and collaboratively as part of a team
• Ability to work in a fast paced environment
• Ability to communicate professionally both verbally and in writing
• Must be self-motivated with a positive attitude
• Proven customer service skills are required in order to create, maintain and enhance customer relationships

Additional Information

Who we are: In a rapidly changing world, the ability to innovate and break new ground drives progress. Williams Lea has harnessed this ability for more than 200 years.

Our 5,200+ talented employees worldwide are experts in delivering efficient business processes in complex and highly regulated environments.

We’re always progressing. Connecting technology with expertise and strong processes to transform support services. As we enter our third century, we continue helping businesses thrive in a future driven by digitization and virtualization.

It is the policy of Williams Lea to ensure equal employment opportunity without discrimination or harassment on the basis of race, color, creed, religion, national origin, alienage or citizenship status, age, sex, sexual orientation, gender identity of expression, marital or domestic/civil partnership status, disability, veteran status, genetic information, or any other basis protected by law.

Williams Lea is a drug-free workplace and performs pre--employment substance abuse testing.

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All employment offers are contingent upon the successful completion of both a pre-employment background and drug screen.

RRD is an Equal Opportunity Employer, including disability/veterans