Administrative Assistant I

DPDHL • Fairfax, IA

12d

About The Position

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

The position supports accounts payable and receivable, payroll, month-end close, correspondence and report preparation, confidential records and reports, calendar and travel arrangements, expense reports, mail handling, and coordination of meetings. It serves as a central communication point for associates on human resources and associate relations matters, delegates routine work to one or two clerical associates, and follows up on assignments delegated to subordinate managers. The role uses office equipment such as fax machines, copiers, printers, and binding machines.

The schedule is Monday through Friday, 8:00 a.m. to 4:30 p.m. (1st shift). The stated pay is $60,000 per year.

Requirements

• High school diploma or equivalent.
• Two years of experience using MS Excel, MS Word, and an email system.
• The introductory posting lists two years of related experience; the Required Education and Experience section lists three years of related experience as preferred.
• The introductory posting describes a high school diploma or equivalent as preferred, while the Required Education and Experience section lists it as required.

Nice To Haves

• Three years of related experience.
• Two years of accounts receivable and accounts payable experience.
• High school diploma or equivalent (described as preferred in the introductory posting).

Responsibilities

• Manage accounts payable and accounts receivable, including obtaining purchase orders, validating and processing invoices, and contacting vendors about discrepancies.
• Review, transmit, and manage weekly payroll, and reconcile issues that arise.
• Assist the General Manager with the month-end close process.
• Type correspondence and reports from rough drafts and edit grammar, punctuation, and spelling as needed.
• Use judgment and initiative to determine appropriate actions in non-routine situations.
• Screen telephone calls and visitors, provide information about the manager’s area and company operations and policies, and redirect inquiries as appropriate.
• Handle confidential administrative details and make independent decisions where errors could have a moderate effect on cost.
• Prepare confidential and specialized recurring reports, including financial data, and produce reports, presentations, proposals, and other documents.
• Maintain filing systems, including confidential materials, 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, compose responses to routine inquiries, delegate items where appropriate, and forward other items to the manager.
• Coordinate high-level meetings, business unit-wide meetings, and customer meetings.
• Serve as a central communication point for associates regarding human resources and associate relations matters.
• Delegate routine duties to one or two clerical associates.
• Follow up with subordinate managers on delegated assignments, including their status and completion.
• Operate office equipment, including fax machines, copiers, printers, and binding machines.

Benefits

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

What This Job Offers

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