Start a fulfilling career that makes a difference in the lives of people with disabilities and their families. We have a variety of full and part-time jobs available and are looking for candidates who are eager to learn. Our employees receive a range of benefits including health insurance, company-paid life insurance, 401K, generous paid time-off and continuing education support!POSITION TITLE: Administrative Assistant STATUS: Non-ExemptPROGRAM: Hilltop Industries DEPARTMENT: Industrial ServicesSummary: Provides support to production staff in industrial services and graphics departments. The Administrative Assistant communicates daily with customers and production staff to assist in meeting production demands. Essential Functions:
- Use computer system to record orders, sales, invoices and generate reports
- Complete paper and computer-generated record keeping as required
- Maintain a perpetual open order report on computer and log on all outgoing deliveries for each year's orders
- Create and Print labels on Zebra printer
- Prepare daily shipping documents for delivery drivers
- Monitor and control inventory records for necessary materials and notify customers of variances
- Record inventory usage in computer system for customer's components as required.
- Maintain filing system for all closed orders
- Maintain files for all jobs to include time studies, flow processes, prints and other pertinent information
- E-mail production information to customers as requested
- Assist the Production Staff with production related clerical support
- Maintain delivery schedules weekly
- Assist with costing and quoting customer requests
- Compile inventory quantities and cost for year-end physical inventory
- Relay via phone, fax or email pertinent information to customers per supervisor's request
- Attend required training's and meetings
- Print orders and dispense to appropriate location in production
- Monitor area for safety hazards and promote safety in the work environment.
- Maintain positive customer relations
- Represent the Arc in a professional manner
- Participates in corporate compliance and quality assurance activities as required
- Other related duties as assigned
Non-Essential Functions:
- Serve on Agency committees
- Participate in Agency events
- Participate in outside training
- Assist with training people receiving services to complete clerical duties
- Assist with back up coverage of other clerical duties including receptionist, billing, payroll etc.
Reporting Responsibilities:
- Reports to: Quality/Logistics Manager
Knowledge, Skills and Abilities:
- Proven organizational skills
- Advanced skill level with computers
- Able to handle multiple priorities
- Ability to resolve customer needs in a positive manner
- Ability to converse effectively with customers and vendors in regards to production
- Able to work as a team member
- Ensure quality product and service at all times.
Physical Requirements:
- Able to lift and work with 10-15 pounds
- Able to sit and use computer for extended periods of time
- Able to use standard office equipment including phone, computer, fax machine etc.
- Able to file paperwork
Working Conditions:
- General office setting with occasional travel to other sites
Minimum Qualifications:
- High school diploma or equivalent
- Valid NYS driver's license with a safe driving record per agency policy
- Strong computer skills required
- Two years' experience in a clerical role