Job Title: Administrative Assistant
Location: Great Falls, MT
Job Status: Full Time, Non-Exempt
Reports to: Plant Manager
Summary/Objective: The Administrative Assistant will support the daily administrative operations of the mill. Generate and maintain weekly shipment schedules. Enter and process sales orders/invoicing, purchase orders, and reports as required. Process and maintain employee documentation for Human Resources and employee records. Possess a strong understanding of hourly payroll and timekeeping system. Interact and provide support to customers, Grain Craft staff, other business associates, and will be a part of the High-Performance Organization culture
Job Responsibilities:
Customer Service
- Communicate with customers, obtain weekly delivery requirements and make changes as requested
- Assemble and maintain truck schedules for flour, wheat middlings and arrange for wheat germ shipments
- Distribute and communicate schedules and changes to staff members
Human Resources Responsibilities:
- Schedule candidates for new hire physical exams and communicate results.
- Assemble and process documentation for New Hire employees’ orientation
- Process payroll action notices with personnel changes
- Initiate and maintain the expanded wage worksheets for Great Falls hourly employees, and submit to corporate payroll as required
- Audit and approve weekly hourly employees’ timesheets
- Maintain employee data in the database which is used to produce seniority lists and data
- Submit annual vacation and holiday listings to corporate payroll dept.
- Create vacation calendars for posting in mill
- Assist fellow team members with information regarding benefits
Additional responsibilities:
- Enter data and maintain paper and/or electronic file system for production, inventory, shipping, safety, personnel, and purchasing
- Achieve a high proficiency with TruGrain
- Enter and maintain sales order, process daily invoicing
- Enter and process purchase orders as required
- Enter data for weekly inventory reportt
- Assist other team members with issues as needed
- Assist in maintaing data in the database for inbound wheat, which is used to produce the wheat unloading register and accounting of rail car demurrage charges and various reports
- Order and maintain inventory of office supplies and arrange for services required for the efficient operation of the office
- Coordinates with the Information Systems team relating to electronic equipment requirements
- Organize and plan social events such as service awards and holiday lunches, as well as planning for lunches during special meetings and training days
- Design and edit forms and reports for mill and supervisory use
- Contributes to team effort by providing administrative support to staff members and planning of special events, such as Hearing & Fit Testing and Safety Training.
Qualifications:
- H.S. Diploma or equivalent education i.e. GED
- Minimum 3-5 years’ experience providing administrative and customer service support
- Exhibit a strong work ethic with an excellent attendance record
- Advanced knowledge of administrative and clerical procedures and systems, such as managing files and records
- Excellent verbal, written communication and interpersonal skills
- Must have strong grammar and punctuation skills, including the ability to compose professional business correspondence
- Intermediate to advanced competency in Microsoft Office software applications (MS Word, Excel and Access), and TruGrain
- Ability to design forms and excel spreadsheets including creating formulas
- Must have excellent organizational and time management skills
- Ability to pay strong attention to detail
- Develop and implement office procedures
LANGUAGE SKILLS
Ability to read and write effectively. Ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community. Ability to effectively present information to manager, team members, and external parties and customers.
MATHEMATICAL SKILLS:
Ability to apply basic math concepts. Ability to apply mathematical concepts to such tasks as frequency distribution.
REASONING ABILITY
Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret instructions and deal with common variables.
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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to sit. The employee is occasionally required to stand; walk; use hands to finger, climb stairs, handle, or feel; and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate.
Job Type: Full-time
Pay: From $19.00 per hour
Expected hours: 35 – 45 per week
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Professional development assistance
- Referral program
- Tuition reimbursement
- Vision insurance
Schedule:
- 8 hour shift
- Day shift
- Monday to Friday
Education:
- High school or equivalent (Required)
Experience:
- Administrative: 3 years (Preferred)
Ability to Relocate:
- Great Falls, MT 59401: Relocate before starting work (Required)
Work Location: In person