Administrative Assistant - (Manufacturing)

Company Description

Valassis, a Vericast business, is a premier marketing solutions company that accelerates profitable revenue growth for the many thousand businesses it serves directly by influencing consumer purchasing and transaction behavior at scale while engaging with over 120 million households daily.  We are recognized as leading providers of incentives, advertising, marketing services, transaction solutions, customer data and cross-channel campaign management, and intelligent media delivery that create millions of customer touch points annually for their clients.  For more information, visit http://www.vericast.com or follow Vericast on LinkedIn.

Job Description

JOB SUMMARY

Under general supervision, provides general administrative support to a manager or department/unit. This position will locally support administration best practices related to purchasing, personnel, facilities, safety, and operations.

KEY DUTIES/RESPONSIBILITIES

• Prepares, proofreads, and distributes critical reports, correspondence, memorandums, and financial data. Analyzes moderately complex information for inclusion into routine or pre-formatted reports and correspondence using standard software packages. May design or customize basic documents or spreadsheets. Directs preparation of records such as agenda, notices, minutes, and resolutions for department meetings. 30%
• Provides assistance with personnel matters such as recruiting, working with contract agencies, new hire orientation, payroll, and training. May issue and track badges. Coordinates offsite & onsite events and coordinates engagement programs. 25%
• Purchases basic supply items and audits and maintains the inventory of supplies. Arranges for office equipment maintenance. 15%
• Monitors manager s and staff s calendar, sends and receives requests for meetings and coordinates routine meetings. Independently schedules appointments for manager. Researches standard travel arrangements and coordinates travel plans. Prepares expense reports. 10%
• Answers phone, transfers calls, and takes messages. Screens incoming calls and responds independently when appropriate. Answers routine requests and interprets department policies. Greets and directs visitors. May serve as administrative liaison with others within and outside the company regarding administrative issues related to purchasing, personnel, facilities, and operations. 10%
• Makes copies of correspondence or other printed materials as necessary. Creates and maintains filing systems. May open, screen, sort, and route mail. Performs other duties as assigned. 10%

Qualifications

EDUCATION

• High School Diploma or GED (Required)
• Bachelor's Degree (Preferred)

EXPERIENCE

• 0 - 2 years Relevant Experience (Required)
• 3 years on the job training after high school (Preferred)

KNOWLEDGE/SKILLS/ABILITIES

• Ability to read and comprehend moderately complex instructions, short correspondence, and memos.
• Ability to write business correspondence with understanding of audience.
• Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.
• Effective interpersonal and communication skills and the ability to interface with personnel at all levels both verbally and in writing.
• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
• Ability to apply common sense understanding and independent judgment to carry out instructions furnished in written, oral, or diagram form. Ability to employ basic reasoning skills to deal with problems involving several concrete variables in standardized situations.
• Ability to maintain confidentiality on sensitive matters.
• Ability to establish and maintain effective, trusted relationships with internal and external vendors and clients.
• Ability to work independently, multi-task and meet tight deadlines.

EQUIPMENT/SOFTWARE UTILIZED

• To perform this job successfully, an individual must be proficient in MS office software and payroll software programs.

COMMUNICATION AND CONTACTS

Communicates and collaborates with a broad range of constituents including senior level leadership, associates and departments across the organization, clients, vendors/contractors, and customers.

DECISION MAKING

Occasionally required to exercise discretion and judgment in application of duties.

PHYSICAL DEMANDS / WORKING CONDITIONS

• The physical requirements described here are representative of those that m