Administrative Assistant I

DPDHL•Goodyear, AZ

8d•Onsite

About The Position

DHL Supply Chain is seeking an Administrative Assistant I to provide personal secretarial services and administrative assistance. This role involves exercising initiative and judgment, working independently under the general direction of the General Manager. The position offers administrative and clerical support, including records management, billing, payroll, and personnel records. The Administrative Assistant will provide advanced administrative support for senior management and courteous, responsive, and accurate information to associates. This is an opportunity to be part of the world’s largest logistics company, which has been certified as a Great Place to Work® and Top Employer in the US for 3 consecutive years.

Requirements

High School Diploma or Equivalent
Two years using MS Excel, MS Word and an email system
Intermediate Experience in Microsoft applications, Excel, Outlook, Word
Very organized, great attention to detail, and team player.
Multi-tasker is a requirement
Confidentiality
Adaptability
Require continuous Use of technical and business vocabulary and a detailed knowledge of company operations, organizational procedures, and personnel.

Nice To Haves

Minimum of 1 year of payroll experience preferred.
Three years related experience, preferred
Two years experience with accounts receivable and accounts payable, preferred
Flexible

Responsibilities

Manage the accounts payable and receivable process, including obtaining purchase orders, validating and processing invoices, and contacting vendors regarding discrepancies.
Review, transmit, and manage the weekly payroll process, reconciling any issues that occur.
Assist the General Manager with the month-end close process.
Type correspondence and reports from rough drafts, editing grammar, punctuation, or spelling as needed.
Use considerable judgment and initiative to determine the approach or action to take in non-routine situations.
Screen telephone calls and visitors, ascertaining who can be redirected to subordinate managers or other offices.
Provide information to callers, requiring detailed knowledge of the manager’s area of responsibility and general knowledge of company policies, practices, and operations in an expeditious and courteous manner.
Perform a broad range of administrative details of a highly confidential nature on a regular basis, requiring initiative and judgment to make independent decisions.
Prepare a variety of highly confidential, specialized, and recurrent reports such as financial data.
Produce high-quality reports, presentations, proposals, or other documents.
Maintain filing systems, including items that are confidential.
Establish, maintain, and revise supervisor’s files.
Maintain the manager’s calendar, scheduling meetings and appointments.
Arrange travel and hotel accommodations for frequent extended trips.
Compile and submit expense reports.
Open and review all mail directed to management staff.
Compose responses to routine inquiries, and ascertain which items can be delegated to subordinate managers, forwarding appropriate items to the manager.
Coordinate high-level meetings with associates, business unit-wide meetings, and customer meetings.
Serve as a central communication point for associates on human resource and associate relations items.
Delegate work to one or two clerical associates to assist with routine duties.
Follow up on all assignments delegated to subordinate managers regarding status, completion, etc.
Operate office equipment including fax, copiers, printers, and binding machines.
Emailing clients and vendors for site.
Handle employee engagement projects.
Manage hourly associate hours and pay.