Administrative Assistant

JOB SUMMARY:

This position provides administrative support to the management team within the Douglas Finishing department. In addition to typing, filing, scheduling, they performs duties such as coordination of meetings, obtaining supplies, and working on special projects within the Department. They also answer non-routine correspondence and assembles highly confidential and sensitive information. Independent judgment is required to plan, prioritize, and organize diversified workload.

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

• Steward our mission (to enrich lives by providing differentiated packaging automation and services) and values (unwavering integrity, servant's heart, ownership spirit and continuous innovation and improvement).
• Receive and direct telephone calls and messages to appropriate personnel within the department.
• Daily filing, sorting, purging, and maintaining shipped work orders and price quotations.
• Required to perform other office functions, such as back-up support for Production Coordinator and Administrative Assistant I, not outlined in this job description.
• Check the mail cart each Thursday and outside mailbox daily and distribute mail.
• Execute ordering and maintain inventory of department office supplies, laminating supplies, and Brady Label printer.
• Send out surveys to customers and record results.
• Process emails received via the Douglas Finishing General inbox and direct to appropriate personnel within the department.
• Prepares general department correspondence.
• Work with new customers and accounting to set up new customers and maintain existing customers / customer contacts in our system and files.
• Prepare invoices and maintain customer billings and files.
• Collect overdue accounts receivable.
• Serve in administrative capacity: typing, filing, mailing, preparing price quotations
• Support Business Director, Production Manager, and area Supervisors in an administrative capacity.
• All other normal office functions.
• Main contact with customers for inquiries, quotes, questions, complaints, etc.
• Responsible for complying with all safety policies and procedures.

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.

• Excellent verbal and written communication skills are essential.
• Positive attitude with the initiative and willingness to learn new things.
• Strong employee relation skills with the ability to work well with all levels of the organization.
• Requires strong analytical, comprehension, and problem-solving skills.
• Requires minimal supervision.
• Effective organization skills (attention to detail, deadline anticipation, ability to prioritize and complete multiple projects, etc.), and utilize time efficiently.
• Highly proficient in the use of a variety of office equipment and office software applications (e.g., Microsoft Word, Excel, Power Point, Access, Lotus Notes, AS400, Power Point

EDUCATION AND/OR EXPERIENCE:

This individual must be able to operate independently in a fast-paced environment. Good independent judgment and decision-making ability is necessary on a day-to-day basis. This person will operate with a minimum of supervision and must work well in this atmosphere. Customers will constantly rely of the talents and abilities of this person for a successful ongoing relationship.

Possess excellent verbal and written communication skills. Displays effective organizational skills (attentive to detail). Utilizes time efficiently. Anticipates deadlines and has capability to prioritize and complete multiple projects.

OTHER INFORMATION:

All full-time positions offer attractive compensation and benefits that include ESOP stock allocation, 401(k) match, a company health clinic, medical, dental, life and disability insurance, volunteer time off, along with holiday pay and paid time off.