Administrative Assistant

Description

Houchens Food Group, Inc.

Administrative Assistant

________________________________________

Department: Grocery Job Status: Full Time

FLSA Status: Non-Exempt Reports To: Division Manager

Grade/Level: High School or Equivalent Amount of Travel Required: As Necessary

Work Schedule: Flexible Positions Supervised: n/a

POSITION SUMMARY 

We are looking for a multi-tasker with excellent communication skills and upbeat attitude. Administrative assistant should be able to assist management and all visitors to the company by handling office tasks, providing polite and professional assistance via phone, mail, and email, making reservations or travel arrangements, and generally being a helpful and positive presence in the workplace.

ESSENTIAL FUNCTIONS  

Reasonable Accommodations Statement 

To perform this job successfully, an individual must be professional, polite, and attentive while also being accurate. They should always be prepared and responsive, willing to meet each challenge directly. They must be competent in Microsoft office, general office tasks, and excel at both verbal and written communication. Should have a genuine desire to meet the needs of others.

Essential Functions Statement(s) 

• Handling office tasks, such as filing, generating reports and presentations, setting up for meetings, and recording supplies.
• Provide real-time scheduling support by booking appointments and preventing conflicts.
• Making travel arrangements, such as booking flights, cars, and making hotel and restaurant reservations.
• Screening phone calls and routing callers to the appropriate party.
• Using Microsoft office to generate reports, create presentations, and conduct research.
• Greet and assist visitors.
• Maintain polite and professional communication via phone, email, and mail.
• Provide assistance with training goals for all formats such as:
• We card training
• Set up individuals
• File certificates
• Copy HR with certificates of completion
• Shell training
• Set up individuals
• Monitor for completion
• File certificates
• IGA training
• Set up individuals
• Monitor for completion
• Send out progress reports weekly
• Create on-going learning plan and monitor to ensure completion
• File certificates
• Alcohol training
• Set up individuals
• Monitor for completion
• Ensure certificates are filed appropriately and copies sent to HR
• Monitor for expiration 
• Complete Staples and/or uniform orders for stores
• Ensure missing HR paperwork is turned in to HR in timely manner
• Contact store manager first to resolve
• Contact DM if not resolved in timely manner
• Affordable Care Act requirements
• Communicate to store managers any opportunities
• Send out progress reports

Ensure sales and labor information is gathered weekly and entered spreadsheet and sent appropriate people for Monday morning staff meeting prior to 9 A.M.

• Cashier abnormality reports
• Send store specific reports to stores
• Collect action plans from stores and compile information and send to appropriate people

POSITION QUALIFICATIONS

Competency Statement(s)

• Accountability - Ability to accept responsibility and account for his/her actions. 
• Accuracy - Ability to perform work accurately and thoroughly. 
• Assertiveness - Ability to act in a self-confident manner to facilitate completion of a work assignment or to defend a position or idea. 
• Communication, Oral - Ability to communicate effectively with others using the spoken word. 
• Communication, Written - Ability to communicate in writing clearly and concisely. 
• Customer Oriented - Ability to take care of the customers’ needs while following company procedures. 
• Decision Making - Ability to make critical decisions while following company procedures. 
• Detail Oriented - Ability to pay attention to the minute details of a project or task. 
• Energetic - Ability to work at a sustained pace and produce quality work. 
• Enthusiastic - Ability to bring energy to the performance of a task. 
• Goal Oriented - Ability to focus on a goal and obtain a pre-determined result. 
• Honesty / Integrity - Ability to be truthful and be seen as credible in the workplace

. Initiative - Ability to make decisions or take actions to solve a problem or reach a goal.  

Motivation - Ability to inspire oneself and others to reach a goal and/or perform to the best of their ability. 

Organized - Possessing the trait of being organized or following a systematic method of performing a task. 

• Patience - Ability to act calmly under stress and strain, and of not being hasty or impetuous. 
• Problem Solving - Ability to find a solution for or to deal proactively with work-related problems. 
• Relationship Building - Ability to effectively build relationships with customers and co-workers. 
• Reliability - The trait of being dependable and trustworthy. 
• Responsible - Ability to be held accountable or answerable for one’s conduct. 
• Self-Motivated - Ability to be internally inspired to perform a task to the best of ones ability using his or her own drive or initiative. 

Time Management - Ability to utilize the available time to organize and complete work within given deadlines.

SKILLS & ABILITIES

Education: High School Graduate or General Education Degree (GED) 

Computer Skills

Proficient with Microsoft office.

Other Requirements

Required to have access to a phone at all times. Attention to detail.

PHYSICAL DEMANDS

Physical Demands Lift/Carry 

Stand F (Frequently) 

Walk F (Frequently) 

Sit F (Frequently) 

Handling / Fingering F (Frequently) 

Reach Outward F (Frequently) 

Reach Above Shoulder F (Frequently) 

Climb O (Occasionally) 

Crawl O (Occasionally) 

Squat or Kneel F (Frequently) 

Bend F (Frequently) 

• 10 lbs or less C (Constantly) 

11-20 lbs O (Occasionally)

21-50 lbs O (Occasionally)

• Push/Pull 
• 12 lbs or less O (Occasionally) 

13-25 lbs O (Occasionally) 

26-40 lbs O (Occasionally)

41-100 lbs O (Occasionally) 

N (Not Applicable) Activity is not applicable to this occupation. 

O (Occasionally) Occupation requires this activity up to 33% of the time (0 - 2.5+ hrs/day) 

F (Frequently) Occupation requires this activity from 33% - 66% of the time (2.5 - 5.5+ hrs/day) 

C (Constantly) Occupation requires this activity more than 66% of the time (5.5+ hrs/day) 

Other Physical Requirements 

Vision (Near, Distance, Color, Peripheral, Depth Perception) 

Sense of Sound (Must be able to hear emergency sounds, intercom, fan motors, etc.) 

WORK ENVIRONMENT 

Grocery 

The Company has reviewed this job description to ensure that essential functions and basic duties have been included. It is intended to provide guidelines for job expectations and the employee's ability to perform the position described. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate. This document does not represent a contract of employment, and the Company reserves the right to change this job description and/or assign tasks for the employee to perform, as the Company may deem appropriate. 

Houchens Food Group is an equal opportunity employer. Hiring decisions are made without regard to race, color, sex, national origin, religion, disability, or pregnancy. Applicants may request accommodations based on religious beliefs, disability, or pregnancy.

Subject to pre-employment background and drug screening.