Administrative Assistant

Position Summary

This position requires performing administrative functions such as: directing visitors, suppliers, and customers to appropriate staff members; managing a multi‑line telephone system and routing calls and messages to appropriate staff members; routing incoming and outgoing mail; and copying, filing, and scanning documents. Coordinates with Sales, Purchasing, Inventory, Production, Safety, Quality, and other departments to meet customer needs as well as providing clerical and administrative support.

• Answer multi‑line company telephone system and route calls to appropriate staff members in an accurate, efficient, professional, and courteous manner.
• Greet visitors, suppliers, and customers in a courteous and professional manner and direct them to the appropriate staff member(s).
• Maintain confidentiality in discussing participant/customer, staff, volunteer, organizational, fiscal, and employee related information.
• Arrange travel for employees who are travelling to Steffes locations or training events.
• Maintain office supply inventory system, including quotes, purchasing, and re‑orders.
• Schedule training for Safety and Quality and other departments as needed.
• Maintain a thorough working knowledge of and adhere to organization and/or project policies, regulations, and procedures.
• Operate copy machine, fax machine, phone system, postage equipment, computer, and other office equipment as needed to complete tasks on a daily basis.
• Assist other departments with clerical and administrative tasks, including typing, filing, proofreading, assembling technical manuals, and maintaining service logs and data entry.
• Develop and maintain comprehensive knowledge of community resources; provide information, referrals, and follow‑up.
• Keep immediate supervisor well‑informed of activities, results of efforts, and problems identified or potential problems; recommend corrective actions.
• Handle customer inquiries and concerns via email, mail, or other forms of communication.
• Maintain a positive work atmosphere by acting and communicating in a collaborative manner with customers, suppliers, co‑workers, and management.
• Help company meet its Strategic, Quality and Safety objectives.
• Other duties may be assigned.

• Customer Service – Demonstrate excellent customer service and display a positive attitude and behavior consistent with the Steffes Code of Conduct and Core Values.
• Environmental, Health, Safety (EHS) – Perform work in compliance with EHS training and identified procedures/standard work; report any EHS incident or concern to your supervisor immediately; cooperate and contribute to the overall success of the EHS program.
• Quality – Participate in job‑specific training; complete work as indicated by standard work, processes, and/or procedures; if work can’t be completed as required, notify your supervisor immediately for guidance.
• Conduct – Demonstrate and support the Steffes Code of Conduct.
• Policies and Procedures – Demonstrate and support Steffes Policies and Procedures by:
  • Using tact, sound judgement, and maintaining a professional attitude in communication and relationships with others.
  • Striving to deliver the best quality in daily work.
  • Promoting a positive image of Steffes and its products.
  • Being timely and punctual in attendance and following all policies and procedures.

• High school diploma or GED.
• 1–3 years previous administrative work experience preferred.
• Course diploma in related field preferred; or combination of education and work experience.
• Proficient in Microsoft Word, Excel, Outlook, and PowerPoint.
• Communication skills: develop written communications requiring grammar skills; interact with customers and staff on an explanatory basis; interact with groups of people and co‑workers; use of telephone and paging system; and oral communication.
• Basic math and spelling.
• Strong reading and comprehension skills.
• Typing speed 50–60 words per minute.
• Familiarity and use of general office equipment such as printers, copy machine, fax machine, etc.
• Strong interpersonal skills, good telephone etiquette, thorough, patient, well organized, detail oriented, service oriented,…