Administrative Assistant

JOB/TASK FUNCTIONS:

The following job/task functions have been identified as the core functions of this position.  However, the supervisor or manager may assign additional duties associated with this position.

·         Answer incoming calls and greet customers insuring that all visitors sign in.

·         Receive and sort inter-company and US mail.

·         Help maintain and update associate bulletin boards and information centers (Thin Client, Touch Screen, Postings, etc.).

·         Administer uniform program.

·         Run errands as necessary (Post Office, Grocery Store, Hardware Store, …)

·         Maintain office and kitchen supplies, making orders when needed.

·         Stock kitchen area (coffee and supplies).

·         Contact vending company with machine issues and ensure associates are reimbursed as necessary.

·         Check the associate call in line daily and record on server (G drive).

·         Approve and record all vacation and personal day requests.

·         Retrieve associate attendance records weekly from timekeeping system (eTime) and update e-records (Attendance Cards and Vacation Calendar).

·         Inform management of attendance and absenteeism issues.

·         Make adjustments and corrections on time keeping sheets (missing punches, no lunches, schedule changes, etc.).

·         Coordinate the travel/expense report process.

·         Sort and distribute paychecks.

·         Assist with the management of petty cash.

·         Assist with associate functions (holidays, luncheons, picnics, birthdays etc.).

·         Understand, support, and help implement the company; safety, quality, housekeeping, attendance, and administrative procedures.

·         Maintain a high level of confidentiality in all duties.

·         Coordinate conference room meeting requests.

·         Assist with plant-wide meetings.

·         Set up sales folders and initiate contract review (audited task).

·         Issue Material Release Orders (MRO) via OnBase.

·         Confirm purchase orders issued and follow-up with purchasing on issues.

·         Track order status and follow-up directly with vendors on missing items.

·         Receive Time Tickets and ACCURATELY enter labor hours into QAD.

·         Support quality assurance department with data entry as needed.

·         Issue request for trucking (SOS – Shipping Order Slips) via OnBase.

·         Support shipping department by; updating releases, creating shippers, making barcode labels, and other duties as needed.

·         Assist management with monthly cost reconciliation

·         Run QAD reports as necessary.

·         Contact facilities vendors for required services (lawn service, snow removal, …)

·         Scan and e-file all records pertaining to equipment and facilities maintenance.

·         Scan and e-file engineering documents in appropriate sub-folders.

·         Maintain department filing and storage areas.

·         Conduct annual audit of all records for destruction.  Store and mark old files.

• Performs all duties and operates machinery & equipment according to MIOSHA standards and company procedures using required safety equipment (gloves, sleeves, ear plugs, etc.)
• Able and willing to work any shift assigned, weekends and overtime
• Regular and predictable attendance required
• Assumes other duties as directed by supervisor

JOB QUALIFICATIONS:

Required Skills:

·         Ability to read, write, and comprehend simple instructions, short correspondence and memos.

·         Good computer skills including word processing, spreadsheet, presentations, and project management.  ACCURATE data entry.

·         Good organizational and record tracking abilities.

·         Good multitasking skills.

·         High level of cooperation.

·         High level of commitment.

·         Natural problem solver.

·         Ability and willingness to learn.

·         Adaptive to a fast paced environment.

Customer Specific Requirements

The requirements listed below are representative of the required customer knowledge, skill, and/or ability. 

This job does not have customer specific requirements.

Education and/or Experience: 

High school Diploma or general education degree (GED); or one to three months related experience and /or training; or equivalent combination of education or experience.

Language Skills:

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.  Ability to write routine reports and correspondence.  Ability to speak effectively before groups of customers or employees of organization.

Mathematical Skills:

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume.  Ability to apply concepts of basic algebra and geometry.

Reasoning Ability:

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Business Judgment:

Ability to adhere to all company policies and procedures in a professional and consistent manner. Able to apply common sense understanding and use appropriate judgment in routine business situations with supervisor, co-workers and customers.  Maintain a higher standard of professional conduct and ethics in more complex business situations such as negotiations with customers or presentations to management.

Technical Skills:

Ability to work with the following software packages or programs:

·         Microsoft Office at an advanced level

·         Microsoft Project at an intermediate level

·         Effective email and electronic communication skills are required

·         Enterprise eTIME

·         OnBase

·         Compliance Vault

Ability to work with the following data base programs and/or hardware:

·         QMS database at a basic level

·         QAD database at an basic level