Administrative Assistant - Operations

JOB SUMMARY 

This is a lead role providing administrative and operations support to the Management Team, as well as support to Account Executives, Customers and employees through a variety of related Company tasks.  Addresses and resolves complex problems, handles confidential and time sensitive material while ensuring that all administrative duties are accurately completed and delivered in a timely manner. 

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Assist management, employees and customers as requested.
2. Provide assistance when needed to the Distribution Center Manager and VP, Operations on High Risk Customer accounts.
3. Collaborate with Human Resources and Labor Relations on employee relations requests.
4. Track and update safety training and driver credentials for new hires and existing employees.
5. Coordinate new hire interviews.
6. Coordinate new hire start dates, create new hire start kits, and facilitate / coordinate new hire orientation, ensuring completion and return of 1stday paperwork of all new hires, union and non-union employees to Human Resources.
7. Submit HR Employee Data Entry requests on employees with any status changes, such as layoffs, leave of absences, job changes, location changes, rate changes, etc.
8. Research and prepare written responses to unemployment claims and direct calls/inquiries regarding employment and DOT verifications to the appropriate vendor.
9. Schedule random drug screens and follow up to ensure all screens are completed.
10. Utilize Kronos to review all absence and tardy occurrences, generate attendance-related discipline, and enter FMLA hours.
11. Generate discipline letters and issue at the request of management.
12. Review for completeness and accuracy then forward injury/accident reports, doctor's notes/documentation and modified duty paperwork to Risk Analyst, Area Safety Manager and all other appropriate contacts.
13. Maintain safety files and create injury/accident packets for management.
14. Coordinate meetings, including employee appreciation week, award ceremonies, and retirement celebrations.
15. Prepare and track expense reports and order office inventory.
16. Work with facility maintenance vendors. 

COMPETENCIES

1. Adaptability - Maintaining effectiveness when experiencing major changes in work responsibilities or environment (e.g., people, processes, structure, or culture); adjusting effectively to change by exploring the benefits, trying new approaches, and collaborating with others to make the change successful.
2. Building Trusting Relationships - Using appropriate interpersonal styles to establish effective relationships with customers and internal partners; interacting with others in a way that promotes openness and trust and gives them confidence in one's intentions.
3. Collaborating - Working cooperatively with others to help a team or work group achieve its goals.
4. Communication - Conveying information and ideas clearly and concisely to individuals or groups in an engaging manner that help them understand and retain the message; listening actively to others.
5. Continuous Learning - Actively identifying new areas for learning; regularly creating and taking advantage of learning opportunities; using newly gained knowledge and skill on the job and learning through their application.
6. Initiating Action - Taking prompt action to accomplish work goals; taking action to achieve results beyond what is required; being proactive.
7. Work Standards - Setting high standards of performance for self and others; assuming responsibility and accountability for successfully completing assignments or tasks; self-imposing standards of excellence rather than having standards imposed. 

BENEFITS

• Competitive pay based on experience

MINIMUM REQUIREMENTS

1. High school diploma or equivalent.
2. Three (3) years of administrative or office experience.
3. Demonstrated organizational and prioritization skills.
4. Proficient using MS Office applications (Word, Outlook, PowerPoint, and Excel).
5. Excellent verbal, written and interpersonal communication skills.

PREFERRED QUALIFICATIONS

1. Bachelor's degree in business or the equivalent knowledge and experience.
2. Time Management System Experience
3. Three (3) years of transportation or trucking industry experience.
4. Knowledge of company policy, procedures and applicable collective bargaining agreements.

WORKING CONDITIONS

This job operates in a professional office environment indoors. Routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines.

PHYSICAL DEMANDS

The position requires the ability to spend long hours sitting or standing while using office equipment and computers. Ability to perform repetitive tasks such as typing and keying. Occasional lifting, pushing/pulling, carrying 10 lbs of supplies and materials is required.

Yellow Corporation, along with all subsidiary companies, is an Equal Opportunity/Affirmative Action Employer