Administrative Assistant

Job Summary

To provide clerical support to the management team and departments as needed.  This will involve routine administrative tasks that are associated with the general operation of the business such as responsibility for front office activities including but not limited to; greeting visitors, scheduling assistance, accounts payables, receivables, office supplies order entry, and mail processing (in & out). The incumbent in this position must be willing to take initiative and provide administrative support wherever required within the operation.

Duties and Responsibilities:

• Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals. 
• Greet visitors or callers and handle their inquiries or direct them to the appropriate person(s) according to their needs. 
• Place office supply orders – coordinate office/janitorial supply orders throughout building 
• Process all in/outgoing mail  
• Serves as primary point of contact for office communications, postings and announcements.

• Coordinating visits and scheduling for conference rooms and facilities 
• Provides clerical support, such as taking meeting notes, assistance
• Assisting with plant events (luncheons, recognitions) 
• Coordinate vendors such as break room, housekeeping, and copying 
• Assist with plant safety program (safety meetings, documentation, filing, etc.) 

• General clerical duties such as filing, typing, etc. 
• Participates in special projects
• Partners with HR Business Partner on employee recognition and engagement
• Other duties as assigned 

Required Skills/Abilities/Knowledge:

• Excellent interpersonal communication skills
• Demonstrated clerical knowledge
• Ability to use office machines (fax, copier, laptops, etc.)
• Good time management skills
• Knowledge of Microsoft Office programs and other applicable software
• Able to exercise high levels of discretion and autonomy in completing tasks.
• Systems data entry experience preferred

Competencies:

• Teamwork
  • Builds trust with others by encouraging open dialogue and collaboration. Seeks diverse perspectives to create stronger solutions.
• Managing Change
  • Able to keep on track despite difficulties or barriers that may be encountered. Addresses conflict to find common ground solutions.
• Continuous Improvement
  • Retains a mindset of always striving to make things better. Applies continuous improvement tools and processes to every aspect of the role.
• Customer Focus
  • Listens to understand the needs of customers (internal and external). Builds trusting relationships and seeks innovative solutions for all customers. Always has the customer’s needs top of mind.
• Continuous Learning
  • Understands individual strengths and opportunity areas and seeks development opportunities to leverage strengths and lean into opportunity areas. Open to both giving and receiving feedback.
• Drive for Results
  • Always has a sense of urgency to solve problems with actions. Seeks to align goals with attainment of organizational strategy. Has a sense of ownership and personal accountability for actions taken.

Education and Experience:

• High School Diploma or GED equivalent
• Previous office experience preferred

Equipment Used:

• Computer
• Fax machine
• Copier/scanner
• Multi-line telephone

Working Conditions:

• Office setting
• Typically, 40 hour per week with overtime as required. Must be able to flex schedule based on events and/or meeting needs
• Monday-Friday 7:00am-4:00pm

Travel Requirement

• Not Required

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