Shipping Assistant

POSITION DESCRIPTON:

The Operations & Shipping Administrative Assistant will work cross functionally with multiple departments and serve a key role in supporting daily operations with dispatch, receiving, billing, toll processing, 3rd party material handling, and Special Steels coordination. The role also includes responsibilities for ensuring that various documentation systems are maintained for transportation, inventory, accounting, purchasing, billing, and scheduling.

In addition, this position may be directed to carry out various tasks to meet the needs of internal and external customers of the St. Paul CTL facility in support functions for the Operations Manager, Finance, and Procurement as needed.

ESSENTIAL RESPONSIBILITIES / FUNCTIONS:

• In conjunction with the Operations Assistant and Shipping Coordinators:
• Communicates with truck carriers and coordinates logistics for all Will Call shipments out of the St. Paul facility.
• Coordinates all shipping/receiving functions of the Special Steels product needs at the St. Paul facility.
• Reviews incoming 3rd party material and ensures corresponding paperwork is accurate for its receipt (BOLs, Mill Certs, etc.).
• Ensures purchase orders agree with corresponding receiving documentation as well as vendor invoices with respect to: quantities, product grade, dimensions and additional customer requirements.
• Assists in the receiving of coil and discrete plate into inventory, including the creation of coil/plate tags.
• Maintains the shipping appointment schedule to ensure a smooth flow of trucks through the facility.
• Verifies truck drivers are made aware of SSAB’s safety policy and instructs them to follow all rules and regulations while inside the facility.
• Investigates discrepancies with either the vendor or appropriate internal department to ensure correct payment and processing within the financial systems.
• Expedites shipments at the request of sales and/or customer.
• Assists and serves as a back-up to office staff in all other receiving, scheduling, and billing of truck and rail shipments.
• Administrative duties for various departments and the Operations Manager as assigned such as:
• Maintains files and scans documents for use in the various operational departments (i.e. – shipping/receiving, production, safety, environmental, etc.).
• Performs Accounts Payable functions by receiving incoming invoices, verifying receipt of corresponding product and processing in the ERP system.
Receives raw material inventory into the ERP system and coordinates with suppliers if documentation is missing.

QUALIFICATIONS – EDUCATION AND EXPERIENCE:

Experience and Competencies Required:

2 years of experience with administrative/clerical positions, preferably in a logistical capacity supporting or coordinating dispatch, shipping, receiving, supply chain, etc.

Strong verbal and written communication skills with attention to detail

High energy and self-motivated

Excellent organizational skills and ability to multi-task

Must be able to work independently and with a team

Quick decision making and flexibility in stressful situations

Proficient general computer skills (Excel) and able to easily learn new systems

Not be afraid of confrontation and speaking in front of small groups

Education:

Required:

High school diploma / GED

Preferred:

A post-secondary degree in Business, Supply Chain, Logistics or relevant industrial or manufacturing experience.

SUPERVISORY RESPONSIBILITIES / DIRECT REPORTS:

Position has no supervisory responsibilities

WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS:

The employee will work in the following conditions:

Primarily indoors in an office setting

At times, in heat and extreme cold

At times, in wet and humid conditions

At times, amid dust and dirt

At times, amid noise

While wearing safety equipment and/or clothing for protection from hazards

The employee will frequently be required to:

Twist at waist level, reach above shoulder level, reach at and/or below waist level

Handle, grip, hold, and grasp with both hands together or separately

Finger and feel with both hands together or separately, sense temperature and textures

The employee will occasionally be required to:

Balance, stoop, kneel, crouch, or climb

Push, pull, lift, and/or carry items weighing less than 30 pounds

The position requires the following vision and hearing capabilities:

Talking person to person, on the phone, and/or in group settings

Hearing in person, on the phone, and/or in group settings

Vision at near, mid, and far range

The employee will be required to sit, stand, and/or walk as follows:

Sitting 0-8 hours at a time; average 5-6 hours a day

Standing 0-8 hours at a time; average 1-2 hours a day

Walking 0-8 hours at a time; average 1-2 hours a day

Alternate sitting and standing as needed

The employee will be required to use the following machines or tools:

Standard office equipment (computers, phones, photocopiers, filing cabinets, etc.)

Computer software systems and databases

Two-way radio communications

Occasional use of measurement tools (micrometer, caliper, tape measure)

POSITION TYPE - WORK HOURS - TRAVEL REQUIREMENTS:

Position is full time, non-exempt, and is eligible for overtime

Position works an eight (8) hour day shift, Monday through Friday

Travel for this position is expected to comprise less than 2% of work hours

OTHER DUTIES:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that may be required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.