Administrative Assistant I

DHL (Supply Chain)•Luckey, OH

43d

About The Position

DHL Supply Chain is seeking 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 and provides administrative and clerical support, 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 supports the site’s operational performance and customer requirements through a broad range of administrative duties. Responsibilities include managing accounts payable and receivable, processing weekly payroll, assisting with month-end close, preparing confidential reports and documents, maintaining files and calendars, coordinating meetings and travel, handling communications, and operating office equipment. The role may delegate routine work to one or two clerical associates.

Requirements

High school diploma or equivalent.
Two years of experience using MS Excel, MS Word, and an email system.
One year of experience is preferred in accounts payable/receivable, payroll processing, confidential administrative support, financial reporting, executive calendar and travel coordination, meeting management, or general office operations.
Three years of related experience preferred.
Two years of accounts receivable and accounts payable experience preferred.
Strong judgment and organizational skills.

Nice To Haves

Three years of related experience.
Two years of accounts receivable and accounts payable experience.
Experience managing accounts payable/receivable, payroll processing, confidential administrative support, financial reporting, executive calendar and travel coordination, meeting management, and general office operations.

Responsibilities

Manage accounts payable and receivable, including obtaining purchase orders, validating and processing invoices, and contacting vendors about discrepancies.
Review, transmit, and manage weekly payroll; 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 handle confidential administrative details.
Prepare confidential and specialized reports, including financial data, and produce reports, presentations, proposals, and other documents.
Maintain filing systems, including confidential files, and establish, maintain, and revise supervisor files as needed.
Maintain the manager’s calendar; schedule meetings and appointments; arrange travel and hotel accommodations; and compile and submit expense reports.
Open and review mail directed to management, respond to routine inquiries, determine what can be delegated, and forward appropriate items to the manager.
Use technical and business vocabulary and maintain detailed knowledge of company operations, organizational procedures, and personnel.
Coordinate high-level meetings with associates, business-unit-wide meetings, 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.
Follow up with subordinate managers on delegated assignments, including status and completion.
Operate office equipment, including fax machines, copiers, printers, and binding machines.