Administrative Assistant

Job Summary

The primary responsibility of Administrative Assistant is to execute regular administrative tasks for specific functional units, including tasks such as invoice processing, record upkeep, mail distribution, and front desk/receptionist responsibilities. Depending on the supported site, the role may extend to aiding in shipping, managing office operations, overseeing purchase administration, and generating reports for metrics and operational planning.

Essential Duties

• Processes invoices meticulously, validating their alignment with purchase orders and packing lists to ensure accuracy in billing for received items and services.
• SUBMITTED PAYABLES TO CORPORATE ACCOUNTING DEPARTMENT WHEN NEEDED.
• Answers incoming calls, provides customer service, and welcomes visitors to the facility, coordinating escorts based on the area of the facility being visited.
• Generates reports for various administrative and operational departments as required.
• Captures all employee activities and events at the facility and offers support during these events.
• Coordinates the procurement of office supplies for facility and maintains the cleanliness of common office areas.
• Performs other duties as assigned.

Required Qualifications, Skills, Abilities and Educational Requirements

• A High School Diploma/GED
• 0 – 1 year of experience providing administrative support
• Experience working in a fast-paced and high-volume work environment
• Ability to multi-task and manage priorities in an efficient manner
• Proficient in utilizing computer software, particularly Microsoft Office Suite
• Proactive “self-starter” with a strong attention to detail
• Exceptional communication skills, both verbal and written, enabling effective interaction with employees on all levels, including executive leadership.

Preferred Key Competencies

• Inter-Relationships
• Consistent interaction with all levels of employees including executive leadership, as well as vendors, customers, and visitors.

Working Conditions and Physical Demands

• Work Environment: Professional office setting or within a distribution or manufacturing work setting with minimal temperature control.
• If located in a distribution/manufacturing facility: Frequent exposure to seasonal temperatures of excessive cold or heat may occur.
• Requires regular use of office equipment including computers, phones, and printers.
• Physical Demands: Demand: Frequency Hear Frequent See Frequent Sit Frequent Talk Frequent Type Frequent Walk Occasional Bend Occasional Stoop Occasional Reach Occasional Drive Occasional Repetitive Motions Occasional Stand Occasional Physical Work Percentage Medium – 10 – 25lbs 10 - 25%

Additional Information

• The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel.
• The provisions of the American with Disabilities Act (1990) stipulate that employees must be capable of performing the “Essential Functions” of the job with or without reasonable accommodation. Reasonable accommodations may be made to enable individuals with disabilities to perform the “Essential Functions.”
• DiversiTech is an Equal Opportunity Employer.