Administrative Assistant

JOB DESCRIPTION

Summary/Objective

The Administrative Assistant performs a variety of clerical and administrative duties to support the Branch.

Essential Functions

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

• Present a professional image at all times to customers and vendors
• Provide assistance and direction to walk-in customers and visitors.
• Handle all incoming calls to main line.
• Perform billing duties as needed.
• Occasionally remit payments for Will Call and Credit Card payments sent via email per customer request.
• Prepare office coffee stations and clean kitchen daily.
• Prepare, sort and send intercompany mail.
• Daily updating of sales shipping log.
• Backup receiving
• Scan and link documents into Prophet 21 system
• Balance Cash Drawer
• Prepare certs and MTRs and link to product codes
• Order all office/overhead supplies
• Create lots and bin numbers in Prophet 21 system
• Prepare Bills of Lading
• Contact shipping vendors to arrange daily pick ups
• Document freight charges for invoicing.

Competencies (Knowledge)

• Excellent computer knowledge with proficiency in database management and word processing
• Data entry skills
• Understanding of the order process
• Ability to perform multifaceted projects in conjunction with day-to-day activities
• Excellent communication skills, both verbal and written
• Professional demeanor
• Resourceful, well organized, highly dependable, efficient and detail oriented
• Team player

Supervisory Responsibility

This position has no supervisory responsibilities.

Work Environment

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

Physical Demands

This is a largely sedentary role. While performing the duties of this job, the employee is occasionally required to stand; walk; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; balance; bend, stoop or squat; and talk or hear. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus.

Expected Hours of Work

This is a full-time position. Typical days and hours of work are Monday through Friday, 8:00 a.m. to 4:30 p.m.

Travel

No travel is required for this position.

Required Education and Experience

• High school diploma or equivalent.
• Two to three years' previous administrative experience.

Preferred Education and Experience

• Knowledge and experience with Prophet 21 system

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.