Administrative Assistant

Come join our growing team! Paquin & Carroll provides competitive pay & benefits. Our employees can enjoy low cost medical insurance premiums, free dental and vision insurance, paid time off, paid holidays, a 401K employer contribution and match, student debt repayment, employer HSA contributions, a wellness program... and much more!  

Position Summary:

Maintains hard account files, including scanning, copying, and purging of files. Provides clerical backup/support for receptionist and other clerical staff as needed.

Essential Functions:

  1. Sets up, maintains, and locates files for other agency personnel.
  2. Provides miscellaneous clerical backup for administrative staff and receptionist.
  3. Photocopies and/or scans items necessary for maintaining files or assisting agency personnel.
  4. Purges files annually to remove dead, expired, or canceled files from current file storage systems and stores them in appropriate dead file systems.
  5. Prepares all UPS, Certified and Overnight mailings for same-day pickup.
  6. Delivers certified mail to Post Office when required.
  7. Has responsibility for amount of postage in the metering machine and for advising accounting when funds need to be replenished.
  8. Processes personal lines daily download & mail.
  9. Backup to receptionist - Opens and distributes all deliveries within four hours of receipt.
  10. Performs other miscellaneous duties or special assignments as required or assigned.

Position Qualifications and Education Requirements:

  • High school graduate or equivalent with desire to advance in company.
  • Excellent knowledge of alphabetical and numeric sequencing, with ability to communicate effectively with others.
  • Willingness to adapt to change and perform as a team player.  
  • Excellent customer service skills.
  • Ability to adapt to changes in priorities quickly.
  • Able to work harmoniously, professionally, cordially and effectively with others, focusing upon the attainment of agency goals and objectives through a commitment to teamwork.
  • Ability to use personal computer, calculator, and various software programs.
  • Ability to read/see documents and computer screens, to communicate in person and via the telephone and use a computer and other office equipment.
  • Is dependable and conforms to punctuality and attendance standards.

Working Conditions:

  • Physical surroundings are generally pleasant and comfortable with protection from weather conditions but not necessarily from temperature changes.
  • Normally seated with freedom of movement on a regular basis.
  • Extensive operation of computers and other office equipment requiring dexterity and coordination and frequent use of hands.
  • Fast-paced multi-tasking environment.


  • This job description is intended to describe the level of work required of the person performing the job.
  • Essential functions are outlined; other duties may be assigned as needs arise or as required to support the agency’s essential functions.
  • This description is not intended as a contract and is subject to unilateral change and revision by management.
  • Any written contractual agreements will supersede this job description.