Administrative Assistant

 

The individual will have responsibility of interfacing with a diverse workforce, managers, and customers, working under the direct supervision of the Plant Manager, and the Director of Manufacturing. The incumbent will also work with Product Managers, Supervisors and Production, to assure an economical and uninterrupted supply of non-stock materials and supplies. This function is to be performed cost effectively as defined in the annual budget. 

 

 

1. Assist purchasing of non-stock items, including production, office and safety supplies for the General Office and Production Departments.
   • Maintain and log all American Express (CPC) purchases for both the Plant Manager and Director of Manufacturing.
   • Generate SAP POs for Production and other departments as required.
   • Adjudicate invoice discrepancies using Liberty.
   • Receive monthly inventories to ensure that materials and supplies are available to accommodate production.
   • Routinely monitor inventories to ensure that office supplies are available to accommodate all departments:  General Office, Production, Warehouse, Receiving, Sanitation, Maintenance and Total Quality.
   • Prepare and submit all necessary documentation for new vendors, check requests and expense reports.
   • In the absence of the maintenance purchaser, the executive administrative assistant will be responsible for those duties.
   • Ensure the executive administrative assistant and the maintenance purchaser vacation does not overlap so there is always coverage for procurement.

 

1. Assist other department with various projects and programs to ensure that employees are informed for working in a safe environment. 
   • Assist employees with required uniforms to include (ordering, receiving, distributing, and answering questions).
   • Assist with safety shoe program.
   • Create and/or post safety memos and announcements.

 

1. Assigned contact person for office equipment difficulty and malfunctions.
   • Call in service orders or repair centers when postage meter, pagers, telephones, copiers, or any other office equipment is reported damaged or not working.

 

1. Maintain and organize numerous office files and procedures. Including:
   • Reporting Staff Meeting minutes weekly.
   • Printing labels and batch cards for Production
   • Creating and posting memos/announcements to keep employees current on up coming events or issues relating to their work.
   • Maintaining and distributing plant directory on a regular basis

 

1. Administrative Functions:

• Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.
• Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees, and boards of directors.
• File and retrieve corporate documents, records, and reports.
• Interpret administrative and operating policies and procedures for employees.
• Perform general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work.
• Review operating practices and procedures to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures.
• Attend meetings to record minutes.
• Compile, transcribe, and distribute minutes of meetings.
• Coordinate and direct office services, such as records and budget preparation, personnel, and housekeeping, to assist managers.
• Greet visitors and determine whether they should be given access to specific individuals.
• Responsible for all travel arrangements for Managers and Supervisors including Hotel and car reservations as needed.
• Open, sort, and distribute incoming correspondence, including faxes and email.
• Prepare agendas and plan for committee, board, and other meetings.
• Prepare invoices, reports, memos, letters, financial statements, and other documents, using word processing, spreadsheet, database, and/or presentation software.
• Set up external training/seminars for Managers and Supervisors.
• Assist Human Resource with special projects and company events.
• Cater luncheons for important meetings and audits.
• Perform last minute errands for Mangers.
• Gather, package, and send samples to sister plants and marketing associates.
• Oversee control of master keys for various offices.

 

EDUCATION & EXPERIENCE

High School Diploma, GED or equivalent required, some Colleague preferred. Minimum of 2 years of administrative experience in a similar po