Administrative Assistant I

supply-chain; Hagerstown (MD); On-site; USD 49,500 - 60,500; Full time

Benefits offered by this job

Affordable medical, dental, and vision coverage

PTO program including paid holidays and vacation

401(k) with generous company match

Tuition reimbursement program

Excellent training and career advancement opportunities

Job summary

DHL Supply Chain is seeking an Admin Assistant I in Hagerstown, Maryland to provide vital administrative support. This role includes managing accounts payable/receivable, scheduling, and preparing confidential reports.

The ideal candidate has strong organizational skills, a high school diploma, and experience with MS Office. The position offers a salary of $55k annually along with benefits like medical coverage and a 401(k) match.

Qualifications

• 2 years experience using MS Excel, MS Word, and an email system.
• 3 years related experience preferred.
• 2 years experience with accounts receivable and accounts payable preferred.

Responsibilities

• Provide administrative assistance while exercising initiative and judgment.
• Manage the accounts payable and receivable process.
• Prepare highly confidential reports and maintain filing systems.
• Schedule meetings and travel accommodations for management.

Skills

Strong organizational and time management skills

Clear communicator with professional approach

Detail-oriented and dependable

Ability to work independently

Education

High School Diploma or Equivalent

Tools

MS Excel

MS Word

Job description

DHL Supply Chain is Hiring! At DHL, you will play a part in one of the world’s most essential industries. There has never been a better time to join DHL Supply Chain. In a global business like ours, the opportunities are endless. So, join us. Work with us. Grow with us.

Position

Admin Assistant I

Shift

Monday - Friday 8 AM - 4:30 PM

Pay

$55k a year

Ideal Candidate Skills & Experience

• Strong organizational and time management skills with the ability to handle competing priorities
• Clear communicator with a professional, team-oriented approach
• Detail-oriented, dependable, and comfortable working in a fast-paced environment
• Able to work independently, take initiative, and adapt as priorities shift

Benefits

• Affordable medical, dental, and vision coverage available beginning on your 30th day
• PTO program for all associates, including paid holidays and vacation
• 401(k) with generous company match
• Tuition reimbursement program
• Excellent training and career advancement opportunities

Grow your skills. Shape your world.

Role Purpose

Provide personal secretarial services and administrative assistance while exercising initiative and judgment on a regular basis. Work independently under general direction of the General Manager, providing administrative and clerical support including records management, billing, payroll, personnel records, etc. Provide advanced administrative support for senior management as well as courteous, responsive and accurate information to associates.

Key Accountabilities

• Manage the accounts payable and receivable process. Obtain purchase Orders, validate and process invoices. Contact vendors regarding discrepancies.
• Review, transmit and manage weekly payroll process. Reconcile any issues that occur.
• Assist the General Manager with the month end close process.
• Type correspondence and reports from rough drafts, editing grammar, punctuation or spelling as needed.
• Use considerable judgment and initiative to determine the approach or action to take in non-routine situations.
• Screen telephone calls and visitors, ascertaining who can be redirected to subordinate managers or to other offices. Provide information to callers, requiring detailed knowledge of manager’s area of responsibility and general knowledge of company policies, practices and operations in an expeditious and courteous manner. Perform broad range of administrative details of highly confidential nature on a regular basis, requiring initiative and judgment to make independent decisions for which probable errors may have moderate effect on cost.
• Prepare a variety of highly confidential, specialized, and recurrent reports such as financial data. Produce high quality reports, presentations, proposals, or other documents.
• Maintain filing system including items that are confidential. Establish, maintain, and when necessary, revise supervisor’s files.
• Maintain manager’s calendar, scheduling meetings and appointments. Regularly arrange travel and hotel accommodations for frequent extended trips. Compile and submit expense reports.
• Open and review all mail directed to management staff. Compose responses to routine inquiries, and ascertain which items can be delegated to subordinate managers, and forward appropriate items to manager.
• Require continuous use of technical and business vocabulary and a detailed knowledge of company operations, organizational procedures, and personnel.
• Coordinate high level meetings with associates, business unit-wide meetings, as well as customer meetings.
• Serve as central communication point for associates on human resource and associate relations items.
• Delegate work to one or two clerical associates to assist with routine duties.
• Follow up on all assignments delegated to subordinate managers as to status, completion, etc.
• Operate office equipment including fax, copiers, printers, binding machines.

Required Education and Experience

• High School Diploma or Equivalent
• Two years using MS Excel, MS Word and an email system
• Three years related experience, preferred
• Two years experience with accounts receivable and accounts payable, preferred

Our Organization is an equal opportunity employer.