Administrative Assistant, Purchasing, South Bend, In

POSITION SUMMARY
Provides administrative support to Manager to contribute to the overall efficient operation of the Purchasing department.
ESSENTIAL REQUIREMENTS

• Communicates regularly with employees and outside vendors using phone and email.
• Ensures that assigned reports and / or projects are completed in a timely and efficient manner by compiling information and preparing it in final format.
• Coordinates the efficient operations of the department by maintaining confidential and general files, scheduling daily tasks, maintaining manuals, and performing necessary clerical duties relevant to the area.
• Provides optimum support to management through ongoing communication to assess / reassess priorities in order to meet deadlines.
• Prepares computer generated reports and information to department or division management as requested.
• Performs follow-up on all administrative details relevant for department efficiency.
• Responsible for the completion of all compliance training related to the position.
• Must understand all applicable laws and regulations that apply to the position and complies with the requirements.
• Processes supply orders for all employees
• Creates purchase orders
• Processes invoices using Prologue Accounting software, including receipting and batching.
• Processes All other invoices outside of the Prologue Accounting Software with GL coding and Cost center coding.
• Manages work orders for office equipment and supplies.
• Collects monthly meter readings from departments and provides to vendor.
• Conducts weekly audit of office supply deliveries.
• Conducts monthly audit of office supply pricing.
• Conducts quarterly surveys measuring performance levels of Purchasing, Forms Management and Records Management.
• Manages special order requests.
• Manages toner cartridge recycling.
• Manages inventory and distribution of various items which includes dispensers for paper towels, toilet paper and soap as well as cups.
• Manages ID's and passwords for online purchasing and Staples website access.
• Manages the Partners 1st Motivation Program by maintaining inventory, spreadsheets, and orders.
• Maintains the Administrative Assistant position manual.
• Organizes and maintains all areas of the Coffee Program with several vendors which includes ordering and removing Coffee units from various locations throughout the bank.

NON-ESSENTIAL FUNCTIONS
Performs all other duties as assigned.
EXPERIENCE/SKILLS

• Two (2) or more years of experience in an office environment preferred.
• Proficiency in MS Office software (Excel, Word) is essential.
• Good organizational skills.
• Analytical and problem solving skills with attention to detail.
• Able to prioritize workload and handle multiple competing tasks and demands.
• Ability to meet deadlines.
• Ability to handle multiple tasks in a fast-paced environment.
• Good written and verbal communication skills.

EDUCATION
High School Diploma/GED required.
TRAVEL REQUIREMENTS
Minimal or occasional travel for meetings, projects or training as needed.
PHYSICAL DEMANDS
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 to perform the essential functions.
While performing the duties of this job, the employee is required to sit, stand and walk; use hands and fingers to operate keyboard and other office equipment; reach with hands and arms; and talk or hear. The employee is occasionally required to stoop or kneel. The employee may occasionally lift and/or move up to 10 pounds.
EQUIPMENT
MS Office PC, phone and standard office equipment.
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)