Administrative Assistant

Job Summary

Locations: Woodland, CA

This is a clerical position responsible for performing complex administrative staff-related duties for a Business Leader, Business Unit or Plant Team. Work involves performing difficult and complex secretarial services requiring considerable independent judgement, initiative, and discretion within the Company policies. An employee in this classification works under general supervision, with work results reviewed through the achievement of results desired, and adherence to policies and procedures. 

Key Accountabilities

*Acts as primary contact/liaison for internal/external inquiries, issues, and concerns regarding projects, policies, procedures, forms, and confidential information; screens and prioritizes mail, deliveries and telephone calls and follows through as needed; prepares and dispatches outgoing mail, correspondence, and deliveries
*Responsible for the drop-off and pick-up of outgoing and incoming mail/packages at appropriate facilities (certain locations)
*Facilitates/supports Business Unit administrative projects/programs (e.g., annual programs, rollouts, and policies) and day-to-day operations
*Plans, coordinates, or facilitates a wide range of assigned activities for off-sites, meetings, workshops, community functions and large-scale events as needed
*Assists with the purchase to pay process including shopping carts, processing invoices, and vendor maintenance and Interfaces with suppliers regarding quotes, orders, and invoices as needed
*Analyzes and organizes project information and requirements; independently monitors project progress and results, while maintaining established schedule and budget
*Researches, analyzes, and summarizes business information; prepares and may present reports, spreadsheets, and presentation packages; prepares documentation summarizing business decisions (e.g., employee selections, contract bids according to company pre-set standards)
*Coordinates calendar, meetings, conference calls, and travel arrangements for a Business Leader, Business Unit or Plant Team as needed, monitors expenditures such as office/field supplies and equipment and provides support to contract administrator by monitoring contract status, processes contract changes, and initiates bid process
*Responsible for records management, including purchasing, regulatory and correspondence, which may contain confidential information
*Evaluates administrative processes for improvements, makes recommendations, and provides guidance to other clerical/administrative staff regarding office policies/procedures, as needed
 

If assigned to an operating site, additional duties may include:
*Reviews and submits timecards as required and maintains accurate payroll records and evaluation reports each pay period in corporate system(s) as required
*Assists management with the development, implementation and recording of operations and maintenance programs and data, including training and personnel records
*Understands and complies with all applicable environmental, health and safety policies and regulations
*Maintains a safe working environment to include good housekeeping practices of work areas
*Works with corporate groups to facilitate plant and corporate requirements
*Assist plant personnel in the preparation of training sessions, safety meetings, and other meetings, locate and prepare materials, and coordinate/arrange meeting facilities
 

*Performs all other related duties as assigned

Minimum Education & Experience Requirements

• A high school diploma or equivalent
• Three or more years of administrative experience
   

Other Qualifications

Preferred:

• Knowledge of modern office practices and procedures
• Knowledge of corporate policies including expense reporting, travel, and cellular phone programs.
• Experience with SAP would be considered a plus
• Demonstrated proficiency in business correspondence, spelling, grammar, and basic accounting
• Intermediate to Advanced knowledge of Microsoft Office Suite and intranet/internet research and departmental database management

Other Requirements: 

• A valid driver’s license will be required at certain locations
• Ability to efficiently handle competing priorities and tasks, remain organized and meet deadlines.
• Ability to establish and maintain effective working relationships with supervisor, coworkers, management, and the general public
• Ability to establish goals, set priorities and meet deadlines
• Possess excellent written and verbal communication skills coupled with a welcoming, cooperative, and supportive demeanor

Physical Demands & Working Conditions

The physical demands characterized here epitomize those that must be met by an employee to properly perform the integral functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. In order to properly perform the integral functions of this job, the employee is required to: 

• Stand or walk and stoop or kneel. Frequently, the employee is required to sit  
• Talk or hear, both in person and by telephone; use wrists, hands and/or fingers in a repetitive motion; and reach with hands and arms extensively
• Lift objects of up to 10 pounds in weight

• Use computers with exposure to video display terminals; and some repetitive motion associated with data entry, the use of a computer mouse, and while using other office equipment 
• Vision requirements for this position include close vision, color vision, depth perception and the ability to adjust focus 

The employee may perform job duties in a work from home capacity, and/or from a climate-controlled office environment, with a moderate noise level, where noise levels and environmental conditions may vary when outside of the office area.

Additional Information

Incumbents may engage in all or some combination of the activities and accountabilities and utilize a variety of the competencies cited in this description depending upon the organization and role to which they are assigned. This description is intended to describe the general nature and level of work performed by incumbents in this job. It is not intended as an all-inclusive list of accountabilities or responsibilities, nor is it intended to limit the rights of supervisors or management representatives to assign, direct and control the work of employees under their supervision.