Administrative Assistant

Steffes; Grand Forks (ND); On-site; USD 21,000 - 30,000; Full time

Job summary

Steffes in Grand Forks, ND seeks an administrative assistant to handle front desk duties and general clerical support. You will direct visitors, manage a multi-line phone system, handle mail, and perform filing and scanning tasks.

You will coordinate with Sales, Purchasing, Inventory and Production to meet customer needs and arrange employee travel. Strong organization and communication are essential in this role.

Qualifications

• High school diploma or GED required.
• 1-3 years of administrative work experience preferred.
• Course diploma in related field preferred; or combination of education and work experience.
• Proficient in Word, Excel, Outlook, and PowerPoint.
• Strong communication and telephone etiquette.
• Typing 50-60 wpm.
• Strong interpersonal and organizational skills.

Responsibilities

• Direct visitors, suppliers, and customers to appropriate staff.
• Manage multi-line telephone system and route messages.
• Route incoming/outgoing mail and handle copying, filing, and scanning.
• Coordinate with Sales, Purchasing, Inventory, Production, Safety, and Quality.
• Provide clerical and administrative support.
• Arrange travel for employees to Steffes locations or training events.
• Maintain office supply inventory and ordering.
• Schedule training for Safety, Quality and other departments.
• Maintain knowledge of policies and procedures.
• Operate office equipment (copier, fax, phone, etc.).
• Assist other departments with clerical tasks as needed.
• Develop knowledge of community resources and provide referrals.
• Keep supervisor informed and recommend corrective actions.
• Handle customer inquiries via email/mail.
• Maintain a positive work atmosphere and teamwork.

Skills

Interpersonal skills

Customer service

Communication skills

Typing 50-60 wpm

Attention to detail

Education

High school diploma or GED

Course diploma in related field preferred; or combination of education and work experience

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Microsoft PowerPoint

Job description

Position Summary

This position requires performing administrative functions such as: directing visitors, suppliers, and customers to appropriate staff members; managing a multi-line telephone system and routing calls and messages to appropriate staff members; routing of incoming and outgoing mail; and copying, filing, and scanning of documents. Coordinates with Sales, Purchasing, Inventory and Production, Safety, Quality, and other departments to meet customer needs as well as providing clerical and administrative support.

Key Responsibilities

• Answer multi-line company telephone system and route calls to appropriate staff members in an accurate, efficient, professional, and courteous manner.
• Greet visitors, suppliers, and customers in a courteous and professional manner and direct them to the appropriate staff member(s).
• Maintain confidentiality in discussing participant/customer, staff, volunteer, organizational, fiscal, and employee related information.
• Arrange travel for employees who are travelling to Steffes locations or training events.
• Maintain office supply inventory system, including quotes, purchasing, and re-orders.
• Scheduling training for Safety and Quality and other departments as needed.
• Maintain a thorough working knowledge of and adhere to organization and/or project policies, regulations, and procedures.
• Operate copy machine, fax machine, phone system, postage equipment, computer, and other office equipment as needed to complete tasks on a daily basis.
• As needed, will assist other departments with clerical and administrative tasks to include, but not limited to typing, filing, proofreading, assembling technical manuals, and maintenance of service logs and data entry.
• Develop and maintain comprehensive knowledge of community resources; provide information, referrals, and follow-up.
• Keep immediate supervisor well-informed of activities, results of efforts and problems identified or potential problems; recommend corrective actions.
• Handle customer inquiries and concerns via email, mail, or other forms of communication.
• Maintain a positive work atmosphere by acting and communicating in collaborative manner with customers, suppliers, co-workers, and management.
• Helps company meet its Strategic, Quality and Safety objectives.
• Other duties may be assigned.

Job Requirements/Qualifications

• High school diploma or GED
• 1-3 years previous administrative work experience preferred.
• Course diploma in related field preferred; or combination of education and work experience
• Proficient in Microsoft Word, Excel, Outlook, and PowerPoint.
• Communication skills (Develop written communications requiring grammar skills; Interact with customers and staff on an explanatory basis; interact with groups of people and co-workers; use of telephone and paging system; and oral communication)
• Basic math and spelling
• Strong reading and comprehension skills
• Typing (50-60 wpm) Familiarity and use of general office equipment such as printers, copy machine, fax machine, etc.
• Strong interpersonal skills, good telephone etiquette; thorough; patient; well organized; detail oriented, service oriented, personable, and flexible. OR
• An acceptable combination of education and experience

Functional & Cognitive Requirements

• This position requires walking, sitting, or standing to a significant degree.
• Must have the ability to lift 50 pounds from floor to waist, carry 50 pounds, and push and/or pull up to 20 pounds.
• Must have the ability to climb ladders and/or stairs.
• Stooping, crouching, kneeling, and bending.
• Handling, feeling, and gripping would be required for some activities.
• This role may be subject to internal and external environmental conditions.

Core Values

• Trust: We promote growth and long-term success by making wise decisions with trust as an essential component.
• Respect: We unleash creative talents of our diverse workforce by treating each other the way we would like to be treated.
• Teamwork: We believe people achieve much more by working together.
• Integrity: We follow through and keep our word while being open, honest, ethical, and fair.
• Safety: We view our co-workers as family members of our business and strive to ensure safety for all.
• Humility: We recognize and appreciate strengths and contributions beyond one’s self. We are modest, genuine, and authentic.

Core Expectations

• Customer Service - Demonstrate excellent customer service and display a positive attitude and behavior consistent with the Steffes Code of Conduct and Core Values.
• Environmental, Health, Safety (EHS) - Perform work in compliance with EHS training and identified procedures/standard work. Report any EHS incident or concern to your supervisor immediately. Cooperate and contribute to the overall success of the EHS program.
• Quality - Participate in job-specific training. Complete work as indicated by standard work, processes, and/or procedures. If your work can’t be completed as required, notify your supervisor immediately for guidance.
• Conduct - Demonstrate and support the Steffes Code of Conduct.
• Policies and Procedures - Demonstrate and support Steffes Policies and Procedures by:
  • Using tact, sound judgement, and maintaining a professional attitude in communication and relationships with others.
  • Striving to deliver the best quality in daily work.
  • Promoting a positive image of Steffes and its products.
  • Being timely and punctual in attendance and following all policies and procedures.

Equal Opportunity Employer

This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.