Administrative Assistant Job Brookings area,South Dakota USA,Administrative/Clerical

Position Summary

The Administrative Assistant is responsible for a variety of office duties including answering phones, greeting and directing the flow of onsite vendors, suppliers, service providers, job applicants and other visitors. This employee provides administrative assistance to managers and other office staff, and serves as the first point of contact for providing excellent customer service and maintaining a constant flow of communication between the office and other individuals or departments within the organization including the plant, the warehouse, sales, and route drivers.

The incumbent relays incoming calls to appropriate parties, takes messages when necessary and maintains a pleasant demeanor at all times.

Essential Functions

Provides administrative assistance to managers and other co-workers

Works with Safety Manager in updating SDS (Safety Data Sheets) book
Works with HR Manager in tracking and updating General Liability documentation for service providers
Coordinates purchasing of birthday cards and gift cards
Maintains a truck wash schedule for Procurement as requested by Quality Assurance
Records free goods in conjunction with the sales team

Answers phones, transfers calls, and takes/relays messages as necessary

Greets and assists all visitors of sterling technology

Maintains inventory of all office supplies; orders special supplies when requested

Calls in supply orders; orders online when appropriate

Takes product orders from walk-in customers

Creates new timecards each week for hourly staff, places and collects timecards from break room

Distributes incoming documents to various departments, scans and files for office as requested

Maintains the copy machine by filling paper, distributing copies and tracking copy counts

Run credit cards for pre-paid customer invoices

Prepares outgoing mail, transfers funds to postage meter and maintains all postage updates

Assists Controller in producing a variety of payments/checks and entering invoices in software

Enters all new producers into the system; prepares and sends out producer checks for over 485 dairies on a monthly basis; tracks incoming colostrum received on a daily basis

Queries freight rate quotes as requested

Schedules trucks for outbound and some inbound shipments, calls in or schedules online pick-ups, creates bills of lading, maintains monthly tracking schedule calendar

Provides back up for other office employees when they are gone; taking orders, invoicing, and customer service

Maintains the appearance of the front office and conference room

Assist with purchasing, as requested

Responsible for the creation and maintenance of Accounts Payable files

Supervisory Responsibilities:

None

Qualifications:

To perform this job successfully, an individual must be able to satisfactorily perform each essential duty. The requirements listed below are representative of these knowledge, skills, and abilities.

Knowledge, Skills and Abilities:

The ability to process multiple/simultaneous phone calls and visitors is required

Maintain, understand and use basic forms and spreadsheets for tracking and communication purposes

Excellent communication skills, telephone etiquette and the ability to work under pressure is required

Sound interpersonal skills to deal with employees, the general public and vendors on a professional basis

The ability to gather data or take direction for on-going and special administrative projects while delivering a quality product

Ability to use personal judgment skills to respond professionally to a variety of day-to-day situations requiring different actions and knowledge of priorities and commitments

Work consists of a wide-range of duties requiring knowledge of the interrelationships of departments and offices

The ability to maintain…