Administrative Assistant - West Deptford, NJ

Job Description

We are hiring a full-time, experienced Administrative Assistant for our West Deptford, NJ plant. The Administrative Assistant is responsible for the plant's administrative functions.

Job Summary

The Administrative Assistant is responsible for plant communication (incoming/outgoing) and plant staff clerical support, accounting and administrative functions, and provides primary back­up to the Administrative Manager.

This position operates from specific and definite directions and instructions under moderate supervision. Decisions are made within prescribed operating procedures and guidelines. This position encounters regular, recurring work situations of moderate administrative complexity with occasional new and varied work situations.

The Administrative Assistant must effectively communicate information to the supervisor and fellow plant personnel, relative to administrative processes, and provide suggestions for plant improvement. The Administrative Assistant must ensure duties are performed in such a way as to create an optimum cost-benefit ratio.

All employees have the responsibility to both the customer and their co-workers to do the job right the first time and to ensure the customer's needs are being met.

Job Functions

• Administers accounts payable functions to include verification of items purchased, invoicing records, coordination with the Operations & Maintenance Coordinator, vendors, and plant supervisors.

• Greet visitors and direct to appropriate person. Answer incoming calls and route to appropriate person.
• Maintain all plant administrative files, databases, office supply inventory, and document control logs.
• Initiates all routine correspondence and performs all word processing, with the exception of confidential information.
• Perform other duties as assigned.
• The Administrative Assistant reports to the Administrative Manager and cooperates with all plant personnel related to the administrative process.

Education and Experience – An equivalent combination of education, training and experience will be considered.

• Ability to understand procedures and instructions specific to the area of assignment as would be acquired in four years of high school.
• Two years of general office experience and one-year of accounts payable experience is required.
• General accounting experience is highly desirable.
• Must have excellent oral and written communication skills.
• Must have ability to use 10-key by touch, and type 45 words per minute.
• Experience with word processing and spreadsheet application is required.

Knowledge, Skills and Abilities which may be representative, but not all-inclusive of those commonly associated with this position.

• The Administrative Assistant position is responsible for all the plants’ administrative needs including, but not limited to the following: Filing, Typing, Human Resources, Testing, Accounts Payable and all other duties as assigned. This job requires a lot of typing and data entry.
• This position requires a person to use a variety of office equipment. It also requires the use of computer skills.
• Knowledge of Maximo and Microsoft 365 is a plus.

Work Environment – Environmental or atmospheric conditions commonly associated with the performance of the functions of this job.

• Protective equipment such as hard hats, safety glasses, ear protection and other equipment must be worn in the performance of some duties.
• Requires working 8 hour shifts as required by schedules, workload, and plant conditions.
• Includes working indoors and outdoors at times. 

Physical Abilities that is commonly associated with the performance of the functions of this job.  The physical demands described below 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 essential functions.

• Physical requirements include: possibility of working on feet for extensive periods, requiring stair  climbing.
• All employees will participate in the Fitness for Duty Program. This program includes a post offer physical examination and drug screening.
• There are extensive smoking restrictions in and around the facility.
• Must be able to work on feet for extensive periods.