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Administrative Assistant in San Diego, CA at ReaderLink

Date Posted: 6/13/2018

Job Snapshot

Job Description

Summary:   The Administrative Assistant has a thorough knowledge of the PRPG imprints, their product and procedures. They will provide a variety of clerical and organizational tasks including data entry and maintenance to assist members of editorial and production in various administrative duties.

Essential Functions: 


  • Contracts—Prepare, file, log in live annotated tracker, and email. Prepare Packager/Royalty contract summary sheets
  • New Vendor Setup coordination including W-8s, W-9s, 1099s
  • Invoice Processing—code, verify component and freelancer invoices, and assist in general record keeping
  • TMM (in-house database) upkeep—populate WIP codes, CIP information, and territories on a title-by-title basis
  • Copyrights—review existing contracts for filing clauses, then compile titles that need copyright registration by PRPG
  • Library of Congress Cataloging in Publication (CIP)—file for and distribute data to editor when received and log. Fulfill bound books to LoC when published
  • Production Reports—run, print, and distribute reports for all imprints weekly
  • Attend weekly PRPG production meetings
  • Process Permissions Monitor and file Insurance Certificates, advising PMs on expiration dates
  • Assist when necessary in TMM data entry and maintenance. Will have a thorough knowledge of TMM title page in order to process invoices and contracts efficiently
  • Assist teams with any special projects, as requested



  • Maintain Archive Room hard copies as necessary
  • Check USPS mail daily
  • RECOM Reports—Run, log, and email reports weekly
  • Request, file, and email RMS Office Visits and Out-Of-Office Lists
  • Package Mailing, such as sending finished copies to contributors, per contractual agreements for juvenile imprints
  • Photocopying/Scans
  • Mailroom duty
  • Downloads


Non-Essential Functions:

  • Other duties may be assigned, directed or requested
  • Identify opportunities for development and show initiative in implementing any necessary changes to meet new demands and to better assist PRPG

Job Requirements


  • Bachelor's Degree
  • Ability to handle multiple demands, prioritize, and allocate time effectively
  • Proficiency in Microsoft Word, Excel, Power Point
  • Excellent organizational skills
  • Strong verbal and communication skills


Physical Requirements:

  • Work performed will entail fine manipulation of hands and/or fingers, as well as repetitive hand action. It will additionally entail bending, twisting, squatting and climbing, as well as upper and lower body mobility


Language Skills:

  • Interpersonal skills – the individual maintains confidentiality, remains open to others’ ideas, and exhibits willingness to try new things.
  • Oral Communication – the individual speaks clearly and persuasively in positive or negative situations.
  • Written Communication – the individual edits work for spelling and grammar, presents numerical data effectively, and is able to read and interpret written information.


Mathematical Skills:

  • Basic math skills


Reasoning Ability:

  • Problem solving—the individual identifies and resolves problems in a timely manner, gathers and analyzes information skillfully, and maintains confidentiality


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