Administrative Assistant I

DHL (Supply Chain) • Altoona, IA

11d

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 to senior management and courteous, responsive, and accurate information to associates.

The position manages accounts payable and receivable, weekly payroll, and month-end close support; prepares correspondence, reports, presentations, and other documents; maintains confidential filing systems and management calendars; coordinates meetings and travel; and handles communications directed to management. The role 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 operates office equipment. The schedule is first shift, Monday through Friday, 8:00 a.m. to 4:30 p.m. Pay is $60,000 per year.

Requirements

• High school diploma or equivalent.
• Two years using MS Excel, MS Word, and an email system.
• Two years of related experience, stated in the role overview.
• Ability to provide administrative and clerical support, including records management, billing, payroll, and personnel records.
• Ability to exercise initiative and judgment and work independently under the general direction of the General Manager.

Nice To Haves

• Three years of related experience, preferred.
• Two years of accounts receivable and accounts payable experience, preferred.
• High school diploma or equivalent is described as preferred in the role overview.

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 and reconcile issues.
• Assist the General Manager with month-end close.
• 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 matters.
• Prepare confidential and recurring 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, compose responses to routine inquiries, and forward or delegate other items appropriately.
• Use detailed knowledge of company operations, organizational procedures, personnel, and technical and business vocabulary.
• 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 and 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.
• Training and career advancement opportunities.

What This Job Offers

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