Administrative Assistant

Summary/Objective

Under the direct supervision of the inspection manager this position provides administrative and secretarial support for the inspection department. 

Supervisory Responsibilities:

• None

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Enter data for quantities of parts issued and transferred between locations, inventory and cycle count adjustments, into computer database. 
• Creating confidential financial field tickets, using proprietary software, data management for inventory inspections and customer tickets.  
• Receive and issue finished goods into computer database. 
• Place stocking orders, re-orders and special orders with specific vendors.
• Processes orders for company products by conferring with technical and/or management personnel.
• Organizes and prioritizes large volumes of information and calls.
• Answers phones for department. Takes messages or fields/answers all routine and non-routine questions. Works in cooperation with other system development assistants to cover phones.
• Codes documents according to company procedures.
• Reconciles and reports discrepancies found in records at the end of the month.
• Ensures compliance with established departmental procedures and processes. Utilizes appropriate departmental checklist and standard forms. 
• Handles a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. 
• Independent judgment is required to plan, prioritize and organize diversified workload.

Competencies

• Problem Solving/Analysis.
• Financial Management.
• Thoroughness. 
• Ethical Conduct.
• Customer/Client Focus.
• Performance Management. 

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. 

Physical Demands

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. This is a largely sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand on a stool as necessary.  

Position Type/Work Schedule

• This is a full-time non-exempt hourly position. Days and hours of work are Monday through Friday, 8:00 a.m. to 5 p.m. 

Travel

• No travel is expected for this position.

Education and Experience

• Computer Skills (Word, Excel, Outlook)
• High School Diploma or GED.
• Two to three years’ previous experience.

Other Duties

• Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.