Administrative Assistant I

DHL Supply Chain • Fairfax, IA

13d

About The Position

DHL Supply Chain is hiring an Administrative Assistant I to provide personal secretarial services and administrative assistance, using initiative and judgment. The role works independently under the general direction of the General Manager, providing administrative and clerical support in areas including records management, billing, payroll, and personnel records. It also provides advanced administrative support to senior management and courteous, responsive, and accurate information to associates.

The position manages accounts payable and receivable processes, supports weekly payroll and month-end close, prepares correspondence and reports, maintains confidential records and files, and coordinates calendars, meetings, and travel. It handles inquiries and mail, prepares expense reports and other confidential materials, supports communication about human resources and associate relations, and may delegate routine work to one or two clerical associates. The role operates office equipment including fax machines, copiers, printers, and binding machines.

The position is listed as first shift, Monday through Friday, 8:00 a.m. to 4:30 p.m., with pay of $60,000 per year.

Requirements

• High school diploma or equivalent.
• Two years of experience using MS Excel, MS Word, and an email system.
• Three years of related experience preferred.
• Two years of accounts receivable and accounts payable experience preferred.

Nice To Haves

• High school diploma or equivalent is preferred.
• Three years of related experience.
• Two years of accounts receivable and accounts payable experience.

Responsibilities

• Manage accounts payable and accounts receivable processes.
• Obtain purchase orders, validate and process invoices, and contact vendors about discrepancies.
• Review, transmit, and manage the weekly payroll process and reconcile issues.
• Assist the General Manager with the month-end close process.
• Type correspondence and reports from rough drafts, editing grammar, punctuation, and spelling as needed.
• Use judgment and initiative to determine appropriate actions in non-routine situations.
• Screen telephone calls and visitors and redirect them as appropriate.
• Provide callers with information about the manager’s area of responsibility and company policies, practices, and operations.
• Handle confidential administrative details and make independent decisions as needed.
• Prepare confidential and recurring reports, including reports involving financial data.
• Produce reports, presentations, proposals, and other documents.
• Maintain filing systems, including confidential files, and establish, maintain, and revise the supervisor’s files as needed.
• Maintain the manager’s calendar and schedule meetings and appointments.
• Arrange travel and hotel accommodations and compile and submit expense reports.
• Open and review mail directed to management staff, compose responses to routine inquiries, and forward or delegate appropriate items.
• Coordinate high-level associate, business unit-wide, and customer meetings.
• Serve as a central communication point for associates on human resources and associate relations matters.
• Delegate routine duties to one or two clerical associates and follow up on assignments delegated to subordinate managers.
• Operate fax machines, copiers, printers, and binding machines.

Benefits

• Affordable medical, dental, and vision coverage available beginning on the 30th day.
• Paid time off, including paid holidays and vacation.
• 401(k) with company match.
• Tuition reimbursement.
• Training and career advancement opportunities.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED