Administrative Assistant I

DHL (Supply Chain) • Cedar Rapids, IA

14d

About The Position

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

The position manages accounts payable and receivable, supports weekly payroll and month-end close, prepares correspondence and confidential reports, maintains files and calendars, coordinates meetings and travel, processes mail and expense reports, and serves as a communication point for associates on human resources and associate relations matters. It may delegate routine work to one or two clerical associates and operates office equipment.

The posted 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.
• First-shift schedule, Monday through Friday, 8:00 a.m. to 4:30 p.m.

Nice To Haves

• High school diploma or equivalent is listed as preferred in the posting’s initial qualifications.
• Three years of related experience, preferred.
• Two years of accounts receivable and accounts payable experience, preferred.

Responsibilities

• Manage accounts payable and receivable, obtain purchase orders, validate and process invoices, and contact vendors about discrepancies.
• Review, transmit, and manage weekly payroll; reconcile issues that arise.
• Assist the General Manager with the month-end close process.
• Type and edit correspondence and reports from rough drafts.
• Use judgment and initiative to determine appropriate action in non-routine situations.
• Screen telephone calls and visitors, provide information about the manager’s area and company policies, practices, and operations, and redirect or delegate inquiries as appropriate.
• Handle confidential administrative details and make independent decisions.
• Prepare confidential and specialized recurring reports, including financial data, and produce reports, presentations, proposals, and other documents.
• Maintain confidential filing systems 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; compile and submit expense reports.
• Open and review mail directed to management, compose responses to routine inquiries, and delegate or forward items as appropriate.
• Use technical and business vocabulary and detailed knowledge of company operations, organizational procedures, and personnel.
• Coordinate high-level meetings, 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