Administrative Assistant

Summary

Provide a wide range of office services for the department and/or leaders by implementing administrative systems, procedures, policies, and monitoring administrative projects to facilitate the efficient operation of the organization. Schedules appointments, gives information to callers, takes dictation, and otherwise relieves leaders of clerical work and minor administrative and business detail by performing the following duties.

Responsibilities

· Keeps department records, executes administrative policies determined by or in conjunction with other officials, and provides administrative support to the Manufacturing and Operations team

· Manages Area Leaders’, Plant Superintendents’ and Vice President-Operations’ calendars and independently schedules appointments

· Answer, screen and transfer inbound phone calls

· Greets scheduled visitors and conducts to appropriate area or person

· General clerical duties including photocopying, fax and mailing, Reads and routes incoming mail on daily basis; locates and attaches appropriate file to correspondence to be answered by employee, and prepares outgoing mail and correspondence, including e-mail and faxes

· Provides administrative support for budgeting and cost forecasting using SAP Financial Interface software.

· Produces reports, tracks data and provides budget analyses for manufacturing leadership

· Uses computerized database to analyze manufacturing history, unit counts, and follow-up actions

· Maintains unit forecast by month for fiscal year.

· Monitors headcount budget by month for fiscal year

· Schedule and coordinate meetings, appointments and travel arrangements for team members, prepares agendas, and reserves and prepares meeting rooms

· Provides other assistance as requested by members of the Executive Team

· Coordinates and arranges employee appreciation rewards and/or functions

· Coordinate and maintain records for staff, telephones, parking and petty cash

· Provides information by answering questions and requests

· Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies

· Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies

· Composes and types routine correspondence, makes copies of correspondence or other printed materials

· Serves as SAP Time Administrator for Manufacturing, organizes and maintains file system, files correspondence and other records

· Orders and maintains supplies, and arranges for equipment maintenance

· Creates reports and assists the department members with various correspondences

· Maintains employee “Report of Absence” information for Manufacturing and communicates to appropriate leader

· Arranges programs, events, or conferences by arranging for facilities and caterer, issuing information or invitations, coordinating speakers, prepare presentations and controlling event budget

· Composes and prepares confidential correspondence, reports, and other complex documents.

· Monitors and records expenses monthly, itemized by general ledger number

· Creates and maintains database, word processing, Power Point presentations and spreadsheet files

· Contributes to team effort by accomplishing related results as needed

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

· Communication skills - written and verbal

· Planning and organizing

· Prioritizing

· Problem assessment and problem solving

· Information gathering and information monitoring

· Attention to detail and accuracy

· Flexibility

· Adaptability

· Customer service orientation

· Teamwork

 

SUPERVISORY RESPONSIBILITIES

None

 

EDUCATION and/or EXPERIENCE

· Must have the ability to maintain confidentiality at all times

· Minimum of high school diploma or equivalent required

· Five years of experience as an Administrative Assistant required

· Proficiency in MS Office 2000 required

· (Word/Excel/Outlook/PowerPoint) proficient

· Reporting skills

· OTJ knowledge of PGT’s AS400 and Frontier databases and queries

· SAP Time & Attendance proficient

· Organization

· Professionalism

· Ability to work independently and under limited supervisi