Administrative Assistant

Job Description

Job Details

Job Title:

Administrative Assistant

Job Code:

ADMASST

Department:

Various Departments

Location:

Multiple Locations

Reports To:

Distribution Center Manager, Plant Manager, Operations Manager, or General Manager

FLSA Classification:

Non - Exempt

EEOC Classification:

Administrative Support Workers

Salary Grade:

Supervisory Responsibilities:

  Yes No

Job Summary

The primary responsibility of Administrative Assistant is to execute regular administrative tasks for specific functional units, including tasks such as invoice processing, record upkeep, mail distribution, and front desk/receptionist responsibilities. Depending on the supported site, the role may extend to aiding in shipping, managing office operations, overseeing purchase administration, and generating reports for metrics and operational planning.

Essential Duties

• Processes invoices meticulously, validating their alignment with purchase orders and packing lists to ensure accuracy in billing for received items and services. 
• Submits payables to corporate accounting department when needed.
• Answers incoming calls, provides customer service, and welcomes visitors to the facility, coordinating escorts based on the area of the facility being visited. 
• Generates reports for various administrative and operational departments as required.
• Coordinates the procurement of office supplies for facility and maintains the cleanliness of common office areas.
• Coordinates all employee activities and events at the facility and offers support during these events.
• Acts as a backup for the Shipping Coordinator, involving the processing of shipment documentation for drivers.
• Performs other duties as assigned

Qualifications, Skills, Abilities and Educational Requirements

Required

• High School Diploma/GED
• 0 – 1 year of experience providing administrative support
• Experience working in a fast paced and high-volume work environment.
• Ability to multi-task and manage priorities in an efficient manner
• Proficient in utilizing computer software, particularly Microsoft Office Suite
• Proactive "self-starter" with a strong attention to detail.
• Exceptional communication skills, both verbal and written, enabling effective interaction with employees on all levels, including executive leadership.

Preferred

Key Competencies

Inter-Relationships

Consistent interaction with all levels of employees including executive leadership, as well as vendors, customers, and visitors.

Working Conditions and Physical Demands

Work Environment

This position works in a professional office setting or within a distribution or manufacturing work setting with minimal temperature control.   If located in a distribution/manufacturing facility Frequent exposure to seasonal temperatures of excessive cold or heat may occur.  

Requires regular use of office equipment including computers, phones, and printers.  

Physical Demands

Demand:

Frequency

Hear

Frequent

See

Frequent

Sit

Frequent

Talk

Frequent

Type

Frequent

Walk

Occasional

Bend

Occasional

Stoop

Occasional

Reach

Occasional

Drive

Occasional

Repetitive Motions

Occasional

Stand

Occasional

Physical Work

Percentage

Medium – 10 – 25lbs

10 - 25%

Travel Required

Yes – 0 - 10%

Additional Information

The above statements are intended to describe the general nature and level of work being performed.  They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel.

Job duties outlined in this job description are considered "Essential Functions" and have been formulated in accordance with the guidelines established by the Equal Employment Opportunity Commission (EEOC).  The provisions of the American with Disabilities Act stipulate that employees must be capable of performing the "Essential Functions" of the job with or without reasonable accommodation.  Reasonable accommodations may be made to enable individuals with disabilities to perform the "Essential Functions".

DiversiTech is an Equal Opportunity Employer.

Approvals

Prepared By:

Charis Johnson

Date: 3/7/24

Approved By (HR):

Date:

Approval By (Operations):

Donald Bowmer – via approval form

Date: 3/21/24

Approval By (Operations):

Phil Jaggers – via approval form

Date: 3/21/24

Approval By (Operations):

Carlton Goodly – via approval form

Date: 3/27/24

Approval By (Operations):

Troy Dishmon– via approval form

Date: 4/2/24

Approval By (Operations):

Nelson Janatsch – via email

Date: 4/10/24

Approval By (Operations):

Allen Glover – via email

Date: 5/3/24