Overview
Administrative Assistant Jobs in Battle Creek, MI at Prairie Farms Dairy, Inc.
Under supervision the Administrative Assistant performs a variety of routine to specialized administrative and office support tasks; types and edits documents ranging from general correspondence to technical reports and spreadsheets; provides customer services to riders and members of the public; schedules meetings and makes meeting arrangements; performs specialized technical support for District operations; and performs related duties as assigned.
CLASS CHARACTERISTICS
Administrative Assistant: This is the first working level in the Administrative Assistant series. Employees are expected to use judgment in applying guidelines, processes, and policies and procedures when performing tasks and making decisions. Supervisory oversight is limited to monitoring unusual assignments which fall outside normal operating procedures, and the employee uses initiative in independently carrying out recurring assignments without specific instructions, but refers deviations, problems, and unfamiliar situations not covered by instructions to the supervisor for decision or help.
EXAMPLES OF TYPICAL JOB FUNCTIONS (Illustrative Only)
Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the typical functions of the job.
Ø Greets, answers, screens, and refers visitors and telephone calls; performs receptionist duties at a District facility; answers questions on fares and ridership; maintains a high level of customer service; responds to requests for information and receives complaints from customers and the public.
Ø Handles cash, credit, and debit transactions related to sale of transit passes.
Ø Provides administrative support for managers, supervisors, and staff; maintains calendars; schedules meetings and makes meeting arrangements including room set up and catering; prepares and distributes agendas and minutes.
Ø Creates, types, formats, edits, revises, proofreads, tracks, and prints a variety of narrative, statistical, and technical documents, reports, correspondence, memoranda; designs and revises forms, charts, and graphs.
Ø Assist in onboarding of new staff, coordinating vacations, and tracking departmental staff time off requests; refer questions to human resources and payroll.
Ø Assists in purchasing activities; solicits quotes, makes purchases, advises on best practices in cost saving and recordkeeping; writes purchase requisitions, distributes purchase orders, verifies receipts, and approves invoices; reconciles and adjusts year-end closeouts of purchase orders and invoices.
Ø Prepares travel and training requests; confirms travel arrangements for conferences and business trips; compiles expense reports and prepares post travel memoranda.
Ø Picks up and distributes incoming mail; opens, logs, and routes office mail; stuffs, sorts, and prepares outgoing mail for pickup; retrieves, delivers, and sends faxes; coordinates repair of equipment by outside vendors; submits requisitions for machine supplies.
Ø Monitors and maintains inventories of supplies and materials; types purchase requisitions and check requests; purchases supplies and materials within established purchasing guidelines.
Ø Obtains data from multiple sources; extracts data elements required; updates and maintains specialized logs and databases; cross-checks data to identify errors and discrepancies for research and resolution; creates reports and documents in compliance with regulatory requirements.
Ø Prepares, edits, and formats weekly and monthly reports, technical worksheets, tables, and computations; establishes, maintains, and tracks pending projects in database; researches and assembles information from a variety of sources for the preparation of records and reports; makes arithmetic calculations.
Ø Organizes, maintains, and updates subject, project, tickler, and specialized files; maintains and updates file indexes; removes and archives inactive files; updates technical and operating manuals.
Ø May provide training and orientation to new staff on office procedures and software.
Ø Adheres to all required safety procedures and programs.
Ø Performs related duties as assigned.
Education and Experience:
Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:
Education:
Ø Equivalent to completion of high school, supplemented by coursework or training in general office, clerical, or administrative support operations.
Experience:
Administrative Assistant:
Ø Two (2) years of year of responsible clerical and administrative support experience.
Knowledge of:
Ø Applicable federal, state, and local laws, codes, and ordinances relevant to the area(s) of responsibility.
Ø Office administration practices and procedures.
Ø Methods and techniques of generating reports and preparing business communication.
Ø District document formatting standards.
Ø District travel, purchasing, and timekeeping policies and procedures.
Ø District departments and their associated functions, responsibilities, and special programs.
Ø Principles and practices of record keeping.
Ø Basic mathematics.
Ø District and mandated safety rules, regulations, and protocols.
Ø Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and District staff.
Ø The structure and content of the English language, including the meaning and spelling of words, rules of composition and grammar.
Ø Modern equipment and communication tools used for business functions and program, project and task coordination, including computers and software programs relevant to work performed.
Ability to:
Ø Perform a diverse range of office clerical and administrative support tasks.
Ø Receive, process, and route business documents in assigned areas of responsibility.
Ø Maintain calendars and schedule meetings.
Ø Review and process purchase orders, invoices, and related fiscal documents.
Ø Generate, compose, and/or process reports, letters, forms, and related documents.
Ø Type accurately at a speed necessary to meet the requirements of the position.
Ø Organize work, establish priorities, meet critical deadlines, and follow up on assignments.
Ø Interpret, apply, explain, and reach sound decisions in accordance with District and department policies and procedures.
Ø Organize and maintain office and specialized files.
Ø Follow and apply written and oral work instructions.
Ø Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.
Ø Use tact, initiative, prudence, and independent judgment within general policy and procedural guidelines.
Ø Effectively use computer systems, software applications, and modern business equipment to perform a variety of work tasks.
Ø Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
Ø Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
V
This is not a remote position.
Hours are Monday – Friday 8 am – 5 pm.
There is a 12-month probationary period following appointment to this position.
FLSA Status: Non-Exempt
A thorough background check will be required including, but not limited to: current and past employers, personal contacts, education verification. A credit report will be required for positions covered under Labor Code 1024.5. (A complete list of background check documents will be provided upon request).
SMART is a drug-free workplace. All employees will be expected to behave in accordance with this policy.
If you are a person with a disability and require an accommodation to participate in a SMART program, service, or activity, requests may be made by calling SMART Human Resources at 707-794-3039 (Voice), Dial 711 for CA Relay, or by email to [email protected] at least five business days in advance of the event. We will do our best to fulfill requests received with less than five business days’ notice. Copies of documents are available in alternative formats upon request.
SMART is an equal opportunity employer.
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Title: Administrative Assistant
Company: Prairie Farms Dairy, Inc.
Location: Battle Creek, MI
