Administrative Assistant

Job Title:             Administrative Assistant                                   Department:      Ogden Operations  

Reports to:         Sr. Director of Operations                                 FLSA Status:       Non-Exempt                           

Summary: The Administrative Assistant will perform a variety of clerical and organizational tasks, including data entry, appointment scheduling, supply ordering, invoice processing, document control, event planning, and other support duties to assist members of the management team and the warehouse as a whole.  

Essential Functions:  

• Assist in preparation of reports and presentations.
• Data entry and spreadsheet maintenance.
• Process invoices and liaise between Accounts Payable and site to ensure timely payment.
• Facilitate ordering of supplies and other purchasing duties.
• Take meeting minutes and track follow up on actions as needed.
• Coordinate schedules and arrange meetings.
• Sort and distribute mail.
• Assist HR with recruitment activities to include phone screening candidates, scheduling interviews, and preparing onboarding packets.
• General filing and document control.
• Plan and execute employee events and community advocacy efforts.
• Anticipate the needs of others in order to proactively achieve goals as a team.
• Perform general warehouse tasks as requested.
• Assist teams with special projects as requested.

Qualifications:  

• High School Diploma.
• Ability to handle multiple demands, prioritize, and allocate time effectively.
• Proficiency in Microsoft Word, Excel, Power Point.
• Excellent organizational skills.
• Strong verbal and communication skills.
• 1-2 years of experience in an administrative/clerical role.
• Interpersonal skills—the individual maintains confidentiality, remains open to others' ideas, and exhibits willingness to try new things.

Physical Requirements:  The requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  While performing the duties of this job, the employee:  

• Must be able to sit to 8 hours in a day.
• Must be able to walk up to 2 hours.
• Will continuously reach up and out.
• Will occasionally climb.
• Will occasionally push/pull up to 25 pounds and occasionally push/pull up to 40 pounds.
• Will frequently lift up to 10 pounds.
• Will occasionally have repetitive foot movement.
• Will frequently have repetitive hand/arm movements for simple reaching, simple and firm grasping, and/or fine hand manipulation.
• Specific vision ability required by this job includes close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus.
• Use hands to finger, handle or feel objects; and reach with hands and arms.
• Employee must be able to wear gloves occasionally.

Work Environment:  The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  

• The work performed is in an office environment with some exposure to a factory environment.
• The employee is occassionally exposed to vibrations and dust and may occasionally work around moving machinery.
• The noise level in the work environment is usually moderate at low decibels.
• Must be able to work in a fast paced, team environment.

Language Skills:  

• Oral Communication — the individual speaks clearly and persuasively in positive or negative situations.
• Written Communication — the individual edits work for spelling and grammar, presents numerical data effectively, and is able to read and interpret written information.
• Bilingual English/Spanish preferred.

 Mathematical Skills:  

• Basic math skills

Reasoning Ability:  

• Problem solving—the individual ide