Office Assistant

About the role

The Office Assistant performs receptionist and general clerical responsibilities. This position also performs support duties, including the documentation and transmission of shipping data and raw material receipts. The position assists employees and vendors with questions and interacts with plant supervisors in performing other office duties.

Responsibilities

• Promote and follow all plant safety guidelines
• Prepares invoices for computer input by matching receiving documentation and obtaining management approvals to pay.
• Codes invoices with proper account numbers and vendor numbers
• Works with corporate personnel in obtaining new vendor numbers and correcting address information.
• Verifies invoice amount and other pertinent information to eliminate errors before paying.
• Coordinates with Purchasing Agent and storeroom personnel with respect to correct receiving data.
• Submits invoice batches to supervisor for approval and retrieves pertinent tax, contractor, and project information.
• Processes PO and Raw Material Invoices (input, scan, and index invoices) including backup and supplier justifications.
• Maintains accurate, updated vendor files with hard copies of invoices paid for 3 years.
• Prepares raw material summaries and accrual reports for month-end processing.
• Downloads weigh and truck data from scale computer for daily reconciliation of raw materials.
• Enters data in the Daily Plant Administration-Quarry Approval Page for the Daily Report.
• Shares data electronically with vendors for coal, shale, sand, iron, gypsum, limestone, and alternative fuels.
• Prepares and submits bi-monthly billing statements for vendor approval.
• Serves on Plant Safety Committee.
• Maintains the Plant Emergency Account and submits monthly reimbursement requests.
• Additional duties as assigned by supervisor

Requirements