Administrative Assistant-Days (Finance)

Purpose of the Position

Provides administrative support for staff and operations by handling a variety of tasks with changing priorities.

Essential Position Responsibilities - This is a Salary Non-Exempt position.

Provides administrative support using standard and/or specialized office equipment; may include typing, data entry, creating and maintaining databases, collecting data, creating spreadsheets, memos, reports, etc. Prepares project and office correspondence, including creating, formatting, editing, and proofreading transmittal, reports, spreadsheets, and meeting minutes. Maintains records, files, and information as applicable. Assists with special projects as directed.

Serves as primary contact for organizational needs . Coordinates visits and/or meetings which may include scheduling conference rooms, preparing agendas, reports, visual aids, etc. Answers telephone and refers calls to appropriate staff. Maintains office and/or project calendars and office bulletin boards. Performs necessary modification of filing, records, and information retention and maintenance systems in accordance with office or department needs. Identifies concerns and/or variances and follows up with appropriate resources to confirm/correct. May attend meetings for the purpose of taking minutes.

Handles incoming and outgoing documents . Copies, faxes, scans documents. Sends, receives, and distributes mail and overnight or express delivery packages. Oversees supplies and office equipment. Maintains postage machines. Orders and receives or purchases supplies, coordinates needed repairs and/or maintenance for office machines.

Assists with accounting activities . Processes vendor invoices. Maintains petty cash/operating fund. Runs queries, processes and reviews reports, brings variances to project manager's attention, and performs reconciliations.

Assists with human resources activities. Performs in-processing for new employees in accordance with company, state, and federal requirements. Processes all I-9 records. Provides support for local HR issues. Answers questions as needed on topics including benefits, payroll, vacation, etc. Processes various payroll-related information and makes payroll adjustments as needed.

Participates as a member of the Team . Participates in ongoing development, communication and implementation of team concepts, programs and policies; coordinates work to ensure B.E.S.T practices with all team members. Attends appropriate team meetings. As a member of the Team, fosters strong cohesiveness regarding all major issues; e.g., direction, annual plan, budget, policy changes, etc. Accepts responsibility to quickly identify any areas that lack cohesiveness, bringing them to the attention of the team leader and working with the team in a supportive manner to resolve issues and actively look for ways, and reinforces actions needed, to achieve synergy possible within the larger organization.

Simmons Operating systems principles and objectives: Is familiar with Simmons' established operating systems (e.g. quality, security, office environment, company policies, LEAN); understands the responsibility to maintain familiarity with the systems and this position's role in support of these systems - including a consideration of the impact of individual actions on the systems and the responsibility to communicate concerns and improvement ideas.

Performs other duties as necessary in support of business objectives: This position description is intended to guide the activities of the Administrative Assistant and is not intended to limit the thinking and creativity of the person to the work of this function nor is it intended that this describe all the work that may be required of the person in this position.

Physical Activities: Enters and locates information on a computer. Visually verifies information, often in small print. May present information to small or large groups. Communicates with Customers, Vendors, or Employees via telephone, in person, and/or electronic mail.

Personal Protective Equipment (PPE): As required by visiting facility.

Travel: None.

Technical Experience: A minimum of 2 years relevant professional office experience. Ability to use computers and other basic office equipment. Ability to use word processing and spreadsheet software for work involving setting up and using spreadsheets, data entry, basic formatting, including the ability to type quickly and accurately. Commonly used packages include Word, Excel, PowerPoint, Internet, and Google Apps.

Industry Experience: Preference for food processing organization.

Minimum Education : High School Diploma or equivalent.

Preferred Education : Associates degree a plus.