Administrative Assistant II

Job Title: Administrative Assistant II- 34971

Description:

• Performs a full range of administrative support duties, typically in support of a middle-to upper-level manager.
• Facilitates work flow through a manager's office.
• Develops reports; may perform a variety of duties commensurate with this level, e.g., respond to problems similar to a Customer Service Representative, coordinate events/functions, process documents, input data and orders, department purchases; and may receive project work consistent with the skills and skill level found in the job's other work.

Responsibilities:

• Drafts and types standard letters and memoranda from specific instructions and prepares documents for distribution.
• Maintains and updates established web sites with the assistance of basic web publishing software applications.
• May maintain databases, systems applications or files to ensure accurate and current information is available for use by others.
• Schedules meetings, coordinates travel arrangements, and maintains appointment calendars on behalf of department managers or supervisors; may coordinate meeting amenities (i.e., refreshments, etc.).
• Gathers and summarizes data from various sources in order to complete reports and special projects.
• Receives and refers visitors and telephone callers within the department, ensuring that callers reach their intended destination.
• Processes and distributes incoming and outgoing mail, interoffice messages, faxes, and voicemail messages throughout the department.
• Researches, resolves and responds to inquiries/concerns from internal and/or external customers.
• Escalates complex issues for resolution as appropriate.
• Gathers or creates and maintains records or data and distributes information as appropriate to department members or internal/external customers.
• May perform analysis of data and resolve discrepancies following prescribed procedures.
• May organize/maintain records of Supervisor's or others' projects and correspondence, following up on pending items; may facilitate/organize workflow through the supervisor's office, ensuring follow-up items are addressed.
• Creates and maintains sensitive department records; uses data to prepare letters and memoranda for supervisor's signature.
• Receive, process, and distribute incoming and outgoing mail for multiple factory locations
• Gather, manage, and process inbound direct production material freight paperwork and upload appropriate information into internal systems
• Responsible for the delivery of sensitive department financial records; uses data to prepare letters and memoranda for supervisor signatures
• General mailroom and office supply management (stocking shelves, ordering office supplies)
• Gathers and summarizes data from various sources in order to complete reports and special projects
• After worker is comfortable in the position, they will start running reports and assist with purchase orders.

Shift:

• 1st shift position (7 am to 3:30 pm)

Skills:

• Clerical expertise (examples: typing, collating, filing, stenography, etc.)
• Data entry/keyboarding skills
• Knowledge of how to operate standard office equipment (examples: photocopier, fax machine, telephone)
• Ability to use standard desktop load applications such as Microsoft Office, including Excel, plus intranet and internet functions
• High level of attention to detail and accuracy
• Willingness to learn and go above and beyond is beneficial in this position.
• Candidates with customer service experience/attitude have been successful in this position in the past.
• Must be able to lift up to 50 lbs -Around 3 times a week there will be a pack or packages that are over 25lbs. Usually around 30lbs. There have been some close to 50lbs.
• Must be comfortable driving a utility jeep and be able to pass operator training to drive a Gator in our factory

Preferred:

• SAP experience