Administrative Assistant II

DHL (Supply Chain)•Waddell, AZ

About The Position

DHL Supply Chain is hiring an Administrative Assistant II to provide administrative and clerical support to management, including personnel records management. Under the general supervision of the General Manager, the role provides secretarial and administrative assistance and uses discretion and judgment as needed to give associates courteous, responsive, and accurate information. Responsibilities include weekly payroll, system terminations and transfers, HR management support, employee engagement, and warehouse administration. The position is scheduled for weekday morning hours and requires flexibility to start early or stay late when needed. The role involves computer data entry, typing, and proofreading for up to 50% of the time.

Requirements

At least one year of administrative experience is stated in the introductory role details; the formal education and experience section specifies two years of related experience.
Strong verbal and written communication skills and time management skills.
Data-entry skills and attention to detail.
Basic understanding and application of Microsoft Outlook, Teams, and Excel.
Proficiency with word-processing, spreadsheet, and presentation software.
Ability to file, alphabetize, and sort.
Ability to learn new software systems and tasks quickly.
Ability to learn the manager’s responsibilities and company policies, procedures, and operations.
Ability to read and concentrate while performing computer data entry, typing, and proofreading for up to 50% of the time.
High school diploma or equivalent is preferred.
Must be flexible to come in early or stay late.

Nice To Haves

Knowledge of Kronos and Oracle HR System.
Bilingual ability; preferred but not required.
High school diploma or equivalent.

Responsibilities

Screen telephone calls and visitors, directing them to subordinate managers or other offices as appropriate.
Provide callers with information, drawing on knowledge of the manager’s area of responsibility and company policies, practices, and operations.
Perform confidential administrative work, including typing, proofreading, and assembling reports or proposals, and taking, transcribing, and distributing minutes for important meetings.
Maintain departmental records and prepare reports.
Schedule meetings and appointments and arrange travel and hotel accommodations as necessary.
Open and review mail directed to management staff, compose responses to routine inquiries, determine which items can be delegated, and forward appropriate items.
Follow up on assignments delegated to subordinate managers to check status and completion.
Maintain the administrative filing system, including confidential items.
Process weekly payroll records.
Manage system terminations and transfers and provide HR management support.
Support employee engagement and serve as a central communication point for associates.
Operate office equipment, including fax, copier, printer, and binding machines.
Perform additional duties as assigned.