Administrative Assistant

Mahaska•Oskaloosa, IA

12d•Onsite

About The Position

We are seeking a highly organized and proactive Administrative Assistant to join our team. In this key role, you will be responsible for demonstrating professional, effective, and tactful communication—both written and verbal—with customers, vendors, colleagues, and departments across the Mahaska organization. The ideal candidate will be adept at fostering positive relationships and ensuring smooth communication between various teams and external partners.

Requirements

Strong communication skills, both verbal and written, with the ability to effectively interact with employees, customers, and other stakeholders.
Proficiency in creating clear, concise written communications for internal and external use.
Solid computer skills, with experience in Office Suite (Docs, Sheets, slides) and company-specific programs.
Basic math skills for handling calculations and data entry.
Strong memorization abilities, with the capacity to recall company policies, employee names, positions, and other important details.
Ability to analyze and interpret data, ensuring accurate and insightful decision-making and reporting.

Responsibilities

Greet customers and guests in a friendly and professional manner to foster positive company goodwill.
Provide accurate and helpful information to walk-in sales customers and vendors.
Answer phones with a pleasant tone, conveying to customers that their business is appreciated. Develop a strong understanding of all business operations to answer customer inquiries effectively.
Route incoming calls promptly to the appropriate department or personnel.
Record and manage vending service call-ins.
Ensure Mahaska Markets routes are counted, reconciled, and recorded according to Par level standards; ensure Mahaska Bottling Company routes are counted, reconciled, and recorded in VIP system.
Maintain up-to-date phone directories, extensions, and route lists.
Check office equipment regularly to ensure proper operation, including paper supply, toner, ribbons, etc. Coordinate repairs with the Chief of Operations when necessary.
Inventory and purchase office supplies, ensuring the Chief of Operations approves large quantities or high-dollar items.
Prepare mailings and assist with courier shipments.
Pick up, open, and distribute incoming mail daily.
Communicate regularly with the Human Resources department regarding new hires, benefits, and terminations.
Assist in the recruiting process by scheduling drug screens and physical exams.
Reconcile the petty cash box every month.
Serve as the Chief of Operations’ Secretary, including tasks such as expensing, scanning, copying, reporting, and handling phone messages.
Ensure reliable and regular attendance, contributing to the smooth operation of the office.