Job Description - Specialty Products Company



Job Description

Creation or Revision date: October 20, 2020

I. Position: Administrative Assistant

II. Department: Multiple

III. Report To: Accounting Manager

IV. Roles & Responsibilities:

This is a full-time hourly position, providing administrative and clerical support for a number of departments within the company. Being successful in this position requires the ability to multi-task, prioritize, maintain confidentiality, remain flexible and reliable, and communicate in verbal and written form accurately.

The Accounting/Finance area main duties include:

• Maintain A/P invoice emails daily

• Monitoring of copy machine, postage meter and paper shredders

• A/P Check Filing

• Maintain Packing Slip Files

• Handle all incoming and outgoing mail activity – including invoices daily, checks weekly and statements monthly

• A/R Cash Posting

• A/P Voucher Entry

The Customer Service Administrative main duties include:

• Answering calls as a backup

• Overseeing EDI orders

• Provide travel arrangements for the entire company

• Major customer administration on portals and EDI

• Greeting visitors and provide customer pick ups

The Human Resources area main duties include:

• Assist HR Manager in coordination of Recruiting and scheduling of interviews

• Once the agenda is set by HR Mgr and Exec team, then coordinate company meeting scheduling, set-up and details.

• Clerical and administrative support for HR Manager such as filing, updating documents when needed, maintaining updated information on intranet

• Assist in coordination of any company meals, events, etc.

• Assist HR Manager (monthly) in keeping all employee bulletin boards updated

• Assist HR Manager with annual benefits open enrollment

• Coordinate any cards, flowers, memorial contributions and the like, at direction of COO, CEO or HR Manager

The Purchasing area main duties include:

• Expedite / reschedule report for DOMESTIC SUPPLIERS ONLY (every other day)

• Review Open Orders report (weekly)

• Manage and maintain Supplier Insurance certificates and related quality documents in VAI. (weekly or monthly as directed by Purchasing Mgr)

• Track duty and Freight Cost via Crane website and purchasing reports. (Monthly)

• Track incoming freight shipments and share information with Receiving department. (daily)

The Program Management/Materials area main duties include:

• Will likely train for eventual backup after other areas are learned

• Assist with data entry activities as needed

The Quality/Safety/Environmental area main duties include:

• Assist with Safety Committee coordination and tasks

• Maintaining Safety files on the LAN and Intranet at direction of Quality Manager

Support for Executive Management includes:

• Clerical and administrative tasks upon request of President/CEO or COO.

• Take minutes at meetings (Safety and OpsCom)

This position will perform other duties as assigned

V. General Requirements:

• Three to five years related job experience.

• Strong organizational skills.

• Must possess good written and oral communication skills.

• Must be able to read, write, and comprehend business communication skills in the English Language.

• Proficient in the Microsoft Suite – to include Word and Excel software programs.

• Comfortable with data entry

• Comfortable with multi-tasking and prioritization.

• Creative and strategic thinking.

• Able to fulfill a work schedule to include hours ranging between 7:00 am and 5:00 pm, Monday through Friday.

VI. Physical Requirements:

Must be able to sit at a computer terminal and use keyboard for up to 8 hrs a day.

I am able to perform the essential duties of this position with or without a reasonable accommodation:

If an accommodation is needed please indicate here

Employee Signature: _______________________________________

Date: ____________

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