Administrative Assistant I

DHL Supply Chain•Whiteland, IN

About The Position

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

Requirements

High school diploma or equivalent.
Two years of experience using MS Excel, MS Word, and an email system.

Nice To Haves

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.
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 as appropriate, and provide callers with accurate information about the manager’s area and company policies, practices, and operations.
Handle confidential administrative details and make independent decisions.
Prepare confidential, specialized, and recurring reports, including reports involving financial data.
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 and compile and submit expense reports.
Open and review mail directed to management, compose responses to routine inquiries, and route or delegate items as appropriate.
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 and follow up on assignments delegated to subordinate managers.
Operate office equipment, including fax machines, copiers, printers, and binding machines.