Operations-Administrative Assistant

Operations Administrative Assistant

Build your career with Alto Ingredients! Earn a competitive salary, benefits including Medical, Dental, Vision, Life Insurance and 401k with a company dollar-for-dollar match up to 6%, a stipend for fitness center expenses, a generous paid time off (PTO) program, and service awards for career longevity. Alto Ingredients values the communities where we work and live and offers an extra 8 hours of paid leave for employees who volunteer their time and talents in their community.

Alto Ingredients, Inc. is a leading producer and distributor of specialty alcohols, renewable fuels and essential ingredients. Leveraging the unique qualities of its facilities, the company serves customers in a wide range of consumer and commercial products in the Health, Home & Beauty; Food & Beverage; Industry & Agriculture; Essential Ingredients; and Renewable Fuels markets. For more information, please visit

Our Pekin campus produces products destined for Health, Home& Beauty; Food and Beverage; Industry & Agriculture; Essential Ingredients; and Renewable Fuels markets. All personnel are responsible for the safety of these products, which includes participation in training, following cGMP and feed/food safety requirements in the facility, and following procedures per instruction of management.

Job Purpose

This position is responsible for providing office management support for our campus.

Essential Duties and Responsibilities

• Prioritizes incoming correspondence, including letters, memos and e-mails; daily opens and sorts all mail, types/writes letters, and sends out correspondence.
• Provides administrative assistance for all scheduled meetings, including: making copies, preparing and compiling reports and presentations, preparing agendas for meetings and/or conferences; transcribing or recording meetings and publishing minutes.
• Provides administrative assistance for daily operational needs including; Production Report and Daily Graph
• Filing for purchasing and operations
• Mail pick up as needed
• Organizing training documentation
• Organizing safety documentation
• Plan and coordinate luncheons, business meetings and Company functions
• Manage office supplies, maintain inventory, manage and organization of storage areas
• Perform administrative and clerical tasks
• Provide Data entry campus wide as needed
• Assist department managers as needed
• Manage SharePoint
• Assist with operations requests, including errands as needed
• Receive & record all chemical BOLs and service invoices as provided by Sacramento into Navision
• Responsible for Uniform Program
• Reconcile credit card receipt
• Reconcile discrepancies between accounts payable, receiving, requestor, and supplier
• Other duties as assigned

Education/Experience

• High School Diploma/GED
• 3-5 years relevant work experience
• Secretarial certificate or equivalent experience
• Experience working in a fast-paced environment and prioritizing competing priorities.
• Experience working with diverse management styles and temperaments.

Qualifications

• Competent working with computers; working knowledge of Excel, Microsoft Office, and other computer software;
• Ability to maintain upmost confidentiality in all matters related to the position.
• Ability to operate office equipment, e.g. printer, copy machine, facsimile machine, multiple phone lines, etc.;
• Excellent time management skills and proven ability to prioritize tasks/project
• Ability to learn quickly and work well under pressure;
• Ability to work independently or as part of a team;
• Ability to keep information confidential and private;
• Excellent communication skills, oral and written; excellent telephone skills;

Physical Requirements

• Must be able to work at a computer to research, send and receive information, and generate reports.
• Able to communicate by phone and in person. Listen and observe others while communicating in person.
• Sit for long periods when working in office.
• Some stooping and bending when filing and moving boxes of materials and files; lift up to 20 lbs.
• Walk on paved and unpaved surfaces. Climbing stairs and ladders.

Criminal background check and drug screen required.

Alto Ingredients, Inc. provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.