Operations Administrative Assistant

POSITION PURPOSE:
Responsible for day-to-day activities and performs a variety of administrative functions including,
preparing and distributing reports, timely payroll support, and monitoring shipping supply
inventory, in a courteous, professional, and confidential manner for the General Manager and
management staff.
ESSENTIAL FUNCTIONS AND BASIC DUTIES:

• Gathers, organizes, and distributes daily, weekly, monthly information and reports to

appropriate individuals and departments in a timely and accurate manner.

• Provides answers to questions from associates and keeps operations up to date with policies

and procedures, HR and Payroll.

• Resolves requests, complaints, and problems or refers appropriately.
• Collects information and reports individual productivity for personnel in receiving,

shipping, replenishment; as well as, individual quality information for mis-picks, mis-slots,
and receiving errors – uses APT as necessary.

• Prepares Etime edits and daily detail reports for managers, including, vacation, Daily

Attendance Call in sheets, employee write-ups, terminations, and daily attendance.

• Logs any disciplines signed off by employees and returned; turns into HR
• Monitors shipping supply inventory & ensures levels are maintained (partnering with

Inventory Control & vendors), and orders office supplies and printer cartridges as needed.

• Provides payroll support including, the preparation of associate reviews, attendance reports

for review period, scheduling changes in Etime, and enters new employees into time clock.

• Completes payroll for operations on a bi-weekly basis including entering temporary

differentials, eTime coding and ensuring proper hours are paid.

• Calculates and runs Selector bonus weekly.
• Continually evaluates current processes and makes adjustments as prudent to save time,

and money.

• Codes and processes invoices and billing as needed. Manages vendor logs and accrual

spreadsheets.

• Books travel for warehouse associates and managers as needed using Concur travel system.
• Administers General Manager corporate credit card.
• Performs other administrative functions as assigned (i.e. typing, filing, and faxing and daily

FedEx box

• Produces daily metric reports including: Department hours, Shipped and Received cases,

Replenishments. LPN’s and out of stocks/shorts.

• Prepares weekly overtime report and Pacific Region metrics.
• Handles co-op cash proceedings – money orders and distribution to Accounts Payable.
• Administers SharePoint site for the facility.
• Prepares communications for the site – including PowerPoint presentations, postings,

bulletin boards, etc.

• Attends manager weekly staff meeting and produces meeting minutes.
• Coordinates and plans events as necessary (e.g. associate lunches, picnic, holiday party).

QUALIFICATIONS:
EDUCATION/CERTIFICATION:
 Associate degree preferred and/or related experience
EXPERIENCE:
 Four or more years of progressive related experience
 System Implementation preferred
KNOWLEDGE:
 Proficient in all Microsoft office applications, strong working knowledge of MS Excel is required
 Basic knowledge of Company operations
 Understanding of document formats, spreadsheets, and business communications
SKILLS/ABILITIES:
 Strong interpersonal, verbal, and written communication skills
 Well organized and able to handle several projects at the same time while adhering to strict
deadlines
 Problem solving abilities
 Good data entry skills
 Able to work independently, with minimal supervision
 Ability to multi-task and work in a fast paced environment