Administrative Assistant I

DHL Supply Chain•Altoona, IA

10d

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 such as 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, supports weekly payroll and month-end close, prepares correspondence and reports, maintains confidential files and calendars, coordinates meetings and travel, processes expense reports, and handles communications directed to management. It also serves as a central communication point for associates on human resources and associate relations matters, may delegate routine work to one or two clerical associates, and operates office equipment. The listed 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 of experience using MS Excel, MS Word, and an email system.
Related experience; three years is preferred.
Experience with accounts receivable and accounts payable; two years is preferred.
Ability to use technical and business vocabulary and maintain detailed knowledge of company operations, organizational procedures, and personnel.

Nice To Haves

High school diploma or equivalent is preferred in the initial qualifications section.
Three years of related experience.
Two years of experience with accounts receivable and accounts payable.

Responsibilities

Manage accounts payable and receivable, including obtaining purchase orders, validating and processing invoices, and contacting vendors about discrepancies.
Review, transmit, and manage the weekly payroll process 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, redirecting them when appropriate, and provide callers with information courteously and promptly.
Handle confidential administrative matters and make independent decisions as needed.
Prepare confidential and recurring reports, including reports containing financial data, and produce reports, presentations, proposals, and other documents.
Maintain filing systems and the supervisor’s files, including confidential materials.
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, and route or delegate other items appropriately.
Coordinate high-level, 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 office equipment, including fax machines, copiers, printers, and binding machines.