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BASIC FUNCTION
- The basic function of the Office Assistant of will be to answer incoming telephone calls graciously and professionally
- Strict attention must be made to courteously and respectfully answering incoming calls with attention to well-mannered skills in transferring calls
- Support office staff with various tasks and assignments
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REPORTING RELATIONSHIPS
The Office Assistant/Shipping Clerk reports to and is accountable to the CFO.
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JOB REQUIREMENTS
- To perform this job successfully, an individual must be able to complete all areas outlined for this position in a satisfactory manner.
- The requirements listed below are representative of the knowledge, skills, and/or abilities necessary to meet the minimum job requirements of this position. - -Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.
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EDUCATION
Required: High school diploma or equivalent
Preferred: Bachelor’s Degree:
Business Management
Business Administration
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LICENSING/REGISTRATION/CERTIFICATION
Required: Valid State of Alabama Driver’s License
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EXPERIENCE
- Required: Two or more years experience as Receptionist or Office Assistant of an equivalent related operation with a minimum of $9 million in annual sales
- Preferred: Three or more years experience as Office Manager of an equivalent related operation with a minimum of $15 million in annual sales.
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UNIFORMS
- The appropriate dress for the position is business casual
- Male: Collared Shirt/PGI Polo Style Shirt Preferred
- Appropriate Work Shoes
- Female: Slacks/Dockers, Dress/Skirt, Collared Shirt/PGI Polo Style Shirt Preferred
- Appropriate Work Shoes
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SKILLS, KNOWLEDGE, AND ABILITIES
High function of organizational and people skills required
Must be neat, polished, comfortable dealing with all levels of management
Demonstrate strong written and oral communications skills
Verifiable computer skills required
Microsoft Excel, Word, PowerPoint
Capability to work within a deadline and under moderate pressure and the aptitude to multitask
Ability to schedule and plan task completions on time
Must be neat, polished, comfortable dealing with all levels of management
Able to know what is going on as it relates to payables, receivables and shipping information
Provide consistent feedback and financial reports related to A/P, A/R and shipping to Precision Grinding Inc. management
Must be willing and capable of responding to emergencies promptly and able to organize and lead corrective action steps
Takes the leading role in ensuring the Precision Grinding Inc. A/P, A/R and shipping system is in an acceptable state of reliability and continually makes assessments and recommendations on the current state of reliability
Must be accessible during holidays, weekends, and vacations
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PHYSICAL
The physical demands described here are representative of those that must be met by the employee to successfully perform the essential functions of this job.
BODY POSITIONS: While performing the duties of this job, the employee is regularly required to work in an office environment where walking, sitting, standing, kneeling and bending for varied periods might be required.
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BODY MOVEMENTS: The employee must have a full range of body movements including use of hands and fingers to handle, or feel objects, from telephones, computer keyboards, copy machines, and other equipment typically found in an office environment. Bending, reaching, and crouching might be normal functions of this position.
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BODY SENSES: Must have command of all five senses: sight, hearing, touch, smell and taste. Specific vision abilities required include close vision, depth perception, and the ability to adjust focus. These vision requirements in each area must be sufficient to shift in focus from shadowed closed areas, to bright sunlight.
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STRENGTH: Must have the ability to lift 50 Pounds with regularity.
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WORKING CONDITIONS
This position will be working primarily indoors which requires the employee to be moving through an office environment on a regular basis. Some outdoor exposure will be encountered.
From this movement, the employee will encounter varying temperatures including sun, wind, & humidity
Normal auto travel might apply on occasion.
Travel and working conditions will be in all types of weather including heavy rain and below freezing temperatures with snow conditions possible.
The noise level in the work environment is usually moderate, but will be higher in other areas or when in the production facility.
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AUTHORITY
The Office Assistant is selected and appointed by the Human Resources Manager and has been delegated the authority required to successfully accomplish all of the duties and responsibilities of this position.
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DUTIES AND RESPONSIBILITIES/MEASURES OF PERFORMANCE
Answer incoming telephone calls within three rings
Transfer calls to proper Precision Grinding Inc. employee
Take messages for specific Precision Grinding Inc. employees when necessary
Greet visitors and advise appropriate PGI employee
Administer pre-employment math test and application to prospective employees
Pass along completed test and application to appropriate manager
Mail customer invoices daily, support A/R collection processes
File completed orders & maintain files
Ensure copy/fax machine has sufficient paper
Place monthly office supply order
Process customer credit applications for approval
Maintain current vendor certificates of insurance
Keep sufficient funds in postage meter
Contact service technician when copier & fax machine need service
Manage accounts payable, accounts receivable and shipping functions
Enter invoices into E2 to pay
Freight bills, building maintenance, pest control, etc
Pull P.O., match with invoice and packing or receiving documents
Help customers resolve and reconcile differences, conflicts, or misunderstandings regarding A/R invoicing
Verify correct amount on invoices
Perform A/R research as needed in order to adequately explain, settle or defend disputes in billing
Process customer payments
Enter BOL # on shipments picked up
Prepare shipping documents; Packing list and Bills of Lading
Schedule truck lines to pick up orders
Maintain customer packing lists until orders are picked up
Call customer to make them aware that their order is ready
Let them know whether or not they need to bring payment with them in order to pick up
Schedule Precision Grinding Inc.’s truck to deliver to nearby customers
Invoice customers for work performed
After orders are invoiced, put together in proper order for filing
Process credit card payments
Apply customer payments to invoices and make daily bank deposits via electronic/remote check processing device
Customer Service: check order status, payment status, shipping status
Maintain documentation of A/P, A/R, shipping policies, systems and procedures
Maintain customer file; file completed customer orders
Maintain closed customer files, accounts paid files, packing lists and closed P.O.s
Develop and improve A/P, A/R, shipping practices and internal control processes
Ensure that A/P, A/R activities and functions are met within set time frames
Analyze the cost of In-transit Outbound/Inbound freight
Maintain relationship with freight representatives
Contact them in regards to questions or lost shipments
Negotiate freight discount rates
Move files at the end of the year, sort for shredding
Ensure sewer systems reading is submitted for credit (2x/yr)
Keep break room stocked (coffee, sugar, creamer, cups, stirrers, paper towels)
Support Sales Manager and Marketing Manager with ad hoc tasks such as database maintenance, free form processing etc.
Perform Ad Hoc duties as required by management
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