Administrative Assistant

Bay State Milling Company; Tolleson (AZ); On-site; USD 42,000 - 62,000; Full time

Job summary

Bay State Milling Company in Tolleson, AZ is seeking an Administrative Assistant with AP responsibilities to support Operations, vendors, and Inside Sales. You will process invoices, manage data entry, and assist with month-end and year-end inventories.

The role requires an Associate degree or 2+ years of related experience, and proficiency with Word, Excel, and Access. Spanish is a plus; on-site clerical duties and team collaboration are essential.

Qualifications

• Associate degree or 2+ years related experience.
• Ability to write reports and business correspondence.
• Spanish language ability a plus.
• Proficiency with word processing, Excel, Access.

Responsibilities

• Process incoming and outgoing mail, UPS and other delivery/shipping systems.
• Register visitors, vendors, and contractors; manage security badges.
• Coordinate HR onboarding and benefits enrollment paperwork.
• Match purchase orders to recipients and manage journal entries for inventories.
• Prepare reports on invoices/POs and forward for approval.
• Distribute POs to Accounts Payable and maintain supply orders.
• Support plant purchasing card activities and reconciliations.
• Provide customers with PO/release numbers and invoicing details.
• Greet visitors and coordinate vendor interactions weekly.

Skills

Typing

Data entry

Word processing

Excel

Access

DBC

Communication

Spanish (optional)

Education

Associate degree (A.A.) or equivalent

2+ years related experience

Tools

Excel

Access

DBC

Job description

Arizona - Tolleson
Tolleson, AZ 85353, USA

Description

SUMMARY

This position is responsible for working directly with Operations, Outside Vendors and Inside Sales. Analyze and organize office operations and procedures such as invoicing, data entry, order taking, order entry, bookkeeping, flow of correspondence, filing, requisition of supplies, perpetual inventory functions and other clerical services. They also assist in all phases of monthly and year end inventories. In addition, this position will provide customers/vendors and employees with exemplary service by accurately processing invoices, responding timely and accurately to company and employee requests.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

Administrative & Accounts Payable:

• Process incoming and outgoing mail, UPS and other delivery / shipping systems.
• Register all visitors, vendors and contractors into the company computer log. Issue and maintain records of security badges for employees, visitors, vendors and contractors.
• Be an on-site liaison for Human Resources, ensuring new hire paperwork and benefit enrollments are complete, maintain employee badge system, etc.
• Correlation of purchase orders to be distributed to appropriate personnel for processing; purchase order receipts and journal entry for all log inventories. Manage the Plant Purchasing Cards. Responsible for their use and reconciliation of said receipts.
• Complete report receiving of invoices / purchase orders and forwards to Plant Manager for approval and signature.
• Distribute purchase orders to Accounts Payable at Corporate Headquarters.
• Capital project PO's
• Maintain and order all supplies for office and Department mangers as needed.
• Log inter-mill, other miller’s flour and ingredient receipts; inventory transaction journal/updates; stock status and period valuation reports.
• Provide customers with purchase order or release numbers on their invoices or any other information they may need, to pay them promptly.
• Assist with HR employee onboarding administrative duties as needed
• Assist and coordinate employee & plant events
• Maintain office and clerical duties as assigned
• Work closely with vendor and customers weekly
• Greet and sign in visitors and vendors

QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and EXPERIENCE

Associate’s degree (A.A.) or equivalent from a two-year college or technical school or a minimum of two or more years related experience and training; or equivalent combination of education and experience. On going training to enhance position as it relates to department is required.

LANGUAGE SKILLS

Ability to write reports and business correspondence. Ability to effectively communicate information and respond to questions from employees and customers, and to interact with managers. Ability to communicate in Spanish is a plus.

REASONING ABILITY

Ability to apply commonsense understanding to carry out detailed and sometimes involved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.

OTHER SKILLS & ABILITIES

Must be able to type with ability to utilize computer programs including word processing, Excel, Access, and DBC. Must be detail oriented. The position requires the need to function in a team environment and interact with all levels of the organization.

PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel objects, tools, or controls; and talk or hear. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus.

WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is generally exposed to a non-manufacturing, office type environment and not subject to noise, dust, industrial type machinery.

FOOD AND SAFETY /SECURITY REQUIREMENTS

The Company is committed to producing and delivering defect free products that are in compliance with all applicable legal and regulatory requirements and are of the highest levels of food safety, quality and productivity. To ensure this, all employees are required to be trained on and adhere to the FDA Current Good Manufacturing Policies as set forth by the Company as they pertain to personnel practices, equipment and facilities. It is also vital that all employees be aware of their work environment and prevent any accidental or intentional adulteration of the products produced at the facility.

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.