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Administrative Assistant

Princeton, IN 47670

Posted: 04/17/24 Industry: Administrative Assistant Job Number: 131798 Pay Rate: 15.00

Job Description

HireLevel is looking for an Administrative Assistant located in Princeton, IN.

We are looking for career-minded people and offer great benefits including health, dental, vision, and 401(k) once employees are hired directly. Administrative Assistant position performs various clerical and data entry functions including but not limited to Accounts Payable/Material Receiving and Accounts Receivable/Material Shipping. Also, coordinates and performs a range of administrative activities for the office and warehouse in support of the company’s business, operational, financial and environmental objectives. The direct supervisor for the position is an Operations Supervisor but also has direct access to Management.

Job Category: Full Time, Temporary to Hire
Location: Princeton, IN 
Hours: 6:00 a.m. - 2:45 p.m. | Monday through Friday 
Similar Positions: Administrative Aide, Secretary, Executive Assistant, Office Assistant 

Compensation of Administrative Assistant: 
The starting salary is $15.00 per hour. with a pay increase at hire on.

Responsibilities of Administrative Assistant:
  • Processes and distributes all incoming, outgoing and interoffice/intercompany mail.
  • Performs Accounts Payable/Material Receiving functions in the form of entry and review.
  • Performs Accounts Receivable/Material Shipping functions in the form of entry and review.
  • Provides administrative support for the company such as answering the telephones, assisting visitors, filing and document maintenance.
  • Performs General Ledger functions (i.e. general ledger entry).
  • Schedules and coordinates meetings, events, appointments, conferences, and/or other similar activities for office personnel and immediate supervisors (may include travel and lodging arrangements).
  • Assists management and staff in problem solving, project planning, and development and execution of goals and objectives
  • Performs purchase order processing including entry, receipt and maintenance of records for designated sections.
  • Data entry and report generation utilizing Microsoft Office, RIMAS or other software.
  • Maintains office supply inventory and places orders for office supplies
  • Assist with special projects as assigned.
  • Place orders for supplies, uniforms, and other items as requested
  • Coordinate shipping/receiving activities via telephone and provide dispatch services (either external or internal)
  • Support sales staff with compilation and delivery of customer reports.
  • Update daily position report.
  • Provide weekly paperwork (i.e. invoices, purchase requisitions/orders, inventory information) to Corporate Accounting.
  • Provide input on monthly operations report and flux report as requested.
  • Reconciling paperwork/reports/data at end of each month. This sometimes requires staying late past normal working hours.
  • Supports the company(s) business, operational, financial and environmental objectives.
  • Overtime required during monthly close cycles unless approved by Management.
  • Other duties as assigned or requested.

Requirements of Administrative Assistant:
  • Proficient in Windows, Word, Excel (intermediate level).
  • Minimal understanding of business.
  • Excellent communication skills and superb writing ability.
  • High school diploma or GED equivalency required, two years related work experience, some college preferred.
  • 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.
  • Knowledge, skills, and abilities required:
    − Record/Document maintenance skills
    − Knowledge of supplies, equipment, and/or services ordering and inventory control
    − Ability to gather data, compile information and generate reports
    − Word processing and data entry skills
    − Receptionist skills
    − Knowledge of Generally Accepted Accounting Principles
    − Organizing and coordinating skills
    − Ability to maintain calendars and schedule appointments
    − Ability to create, compose, and edit written materials
    − Ability to communicate, effectively, both orally and in writing
    − Ability to resolve day-to-day operating issues by making administrative/procedural decisions and judgments within areas of responsibility and based on existing guidelines
    − Ability to analyze and solve problems
    − Ability to organize and schedule work in order of priority
    − Ability to follow written and/or verbal instructions
    − Effective interpersonal skills
    − Ability to work as an effective team member
    − Ability to take initiative
    − Ability to meet, as well as work under deadlines
    − Ability to apply knowledge of fundamental concepts, practices and procedures
Must have the ability to write legibly, read and comprehend complex instructions, regulations, correspondence, and memos. Must have the ability to effectively present information in one-on-one and small group situations to customers, clients, within the organization and the public.
Must have excellent customer service skills
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, percent and to create and interpret graphs.
Experience must be intermediate level or higher in all Microsoft Office Suite products (Outlook, Word, Power Point, Access) Must be proficient in Microsoft Excel.
Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form. Must have the ability to deal with problems involving several concrete variables in standard or non-standard situations.
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 individual is regularly required to stand, walk and sit. The employee frequently is required to use hands to finger, handle, or feel objects, tools, or controls, and reach with hands and arms. The employee is occasionally required to climb or balance; stoop, kneel, crouch, or crawl; talk or hear; and smell. The employee may occasionally be required to lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, and depth perception. In addition, is often required to view a PC Monitor for several hours at a time.
The work environment characteristics described here are representative of those encountered while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate. While performing the duties of this job, the employee occasionally works near moving mechanical parts, in outside weather conditions and is seldom exposed to wet, humid, extreme cold, and extreme heat conditions. The employee may be occasionally exposed to fumes,
vapors, airborne particles, toxic or caustic chemicals.
While in warehouse and/or production areas, the employee will be required to wear safety shoes, safety glasses, and protective clothing, gloves, hard hat, respirator, as specified in the various processes and/or instructions.
NOTE: This position could be a problem for someone with an acute allergy condition.
  • Must have a valid driver's license and pass a background check. 

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