What are the responsibilities and job description for the Administrative Assistant position at C & S Machine Products Inc?
SUMMARY
A dynamic and personable Administrative Assistant who embodies C&S’ core values with professionalism and a positive attitude. Adept at managing diverse tasks in a fast-paced, evolving office environment, this role requires strong organizational and communication skills to support internal teams and engage effectively with vendors, customers, and guests. Demonstrates initiative in assisting C&S leaders and administrative team members in their tasks and projects, coordinating schedules, facilitating training, and assisting with daily operational needs.
ESSENTIAL DUTIES AND RESPONSIBILITIES (other duties may be assigned)
1. Communicates with business colleagues and/or contacts on behalf of the company.
2. Maintain complete confidentiality of information and documents pertaining to company business, finances, and personnel matters.
3. Processes and/or assists in processing payroll
4. Assists in benefit enrollment processes and meetings
5. Performs purchase order follow up with suppliers, updates the ERP system, and communicates to stakeholders
6. Provide day-to-day administrative support to executives and administrative support for IT, HR, Purchasing, and Finance departments.
7. Maintains organized filing systems (physical and digital).
8. Enters and update data in spreadsheets, databases, and ERP systems.
9. Maintains, organizes, and controls supply of office products within front office.
10. Monitors and ensures lobby is clean; light miscellaneous cleaning as needed.
11. Support various departments with special projects or administrative tasks.
12. Coordinates lunch requests for executives and managers, customer and/or supplier meetings, etc.
13. Supports in planning and executing company events
14. Answer and direct all incoming calls, including gatekeeping as needed.
15. Assist all visitors, providing polite and professional assistance via phone, mail, email, and interpersonal methods.
16. Provide security access cards to visitors as appropriate.
17. Prepare agendas, take meeting minutes, and follow up on action items.
18. Be a generally helpful and positive presence in the workplace.
QUALIFICATIONS / EXPERIENCE
High School Diploma with at least four years’ experience as an Administrative Assistant or Executive Secretary.
PREFERRED SKILLS AS FOLLOWS
LANGUAGE SKILLS
Excellent communications skills including verbal and written. Ability to read and interpret documents such as safety rules, operating instructions, and procedure manuals. Ability to write routine reports and organize incoming/outgoing correspondences. Ability to speak effectively before groups of customers or employees of organization.
MATHMATICAL SKILLS
Ability to calculate figures and amounts such as discounts, interest, and percentages. Ability of basic math, algebra, and geometry. Developed understanding of accounting principles and practices.
REASONING ABILITY
Ability to take charge of unforeseen situations, problems and changes within the daily schedule.
COMPUTER SKILLS
Proficient with Microsoft Office products including Outlook, Excel, and Word
OTHER SKILLS AND ABILITIES
Professional, very upbeat, and positive attitude.
Strong interpersonal skills and the ability to work in a team atmosphere.
Ability to organize and bring to completion multiple tasks and projects.
Individual should always be prepared and responsive, willing to meet each challenge directly.
Genuine desire to meet the needs of others
Must have attention to detail. Strong desire and strive for accuracy when inputting data.
Desire to be proactive and creating positive experiences for others.
PHYSICAL DEMANDS
While performing the duties of this job, the employee is frequently required to stand, walk, use hands to finger, handle, or feel objects; reach with hands and arms; and talk or hear. The employee is occasionally required to sit for extended periods of time in while working on the computer.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability or protected veteran status.
C&S Machine Products, Inc. is a Drug-Free Employer.