Administrative Assistant

Job Description

Job Description

Job Title: Administrative Assistant

Location: Boardman, OR

Classification: Non-Exempt

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.

Environment: Alto Ingredients, Inc. (NASDAQ: ALTO) 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 : Provide reception and administrative support for the Office & Purchasing Manager as well as other department managers during the hours from 6:30am until 3:00 pm. This is Monday through Friday, 40-hour position.

T he following is a list of major duties and responsibilities for this position along with certain supportive duties. It is not all-inclusive. Other duties and responsibilities may be added as needed and in addition, management may modify this job description as needed.

Essential Duties and Responsibilities:

• Provide support for the Office & Purchasing Manager and other staff as needed.
• Provide for timely distribution of mail by sorting U.S. mail and distributing it to appropriate personnel. May be required to pick up mail at the Post Office.
• Responsible for UPS, Fed Ex, and other overnight deliveries and shipments. Collect all packing slips and documentation to document receiver.
• Handle incoming and outgoing telephone calls in a pleasant, efficient, and professional manner. Completes phone messages legibly and accurately.
• Responsible for entry control and visitor screening at the front gate call box
• Maintain proper PPE in the lobby area for visitors and vendors.
• Provide excellent customer service to internal customers (i.e., employees) as well as external customers and vendors in a courteous and efficient manner.
• Provide for adequate office supplies and effective services by managing supply inventory, ordering supplies as needed.
• Ensure that office equipment (copiers, fax machines, etc.) is maintained and serviced as needed; Contact IT department for needed replacement items.
• Use accounting/purchasing software to prepare material requisition and perform purchasing functions as directed by Office & Purchasing Manager or Plant Manager.
• Maintain commonly used plant forms and provide data entry when needed.
• Maintain daily data input and other plant information.
• Complies with all state, and federal laws, policies, and regulations, and adheres to quality assurance programs and safety standards.
• Foster a safe environment by promoting safety with others and complying directly with all safety programs and policies designed to minimize hazards/injuries and mitigate risks.
• Responsible for all co-products, including maintaining an accurate schedule, replacement tickets and accurate daily reports.
• Complete all assigned training timely.
• Communicate regularly and effectively with the Office & Purchasing Manager of all work functions and offer suggestions that produce results.
• Provide appropriate and timely feedback within the team to foster an environment of collaboration and trust.
• Provide 360 reviews within department.
• Respond to and resolve administrative inquiries & questions.
• Attend informational meetings and work-related training to keep abreast of any new policies and/or procedures or company initiatives.
• Maintain accounting and filing systems within the department in an organized and easy to use manner.
• As required, plan meetings, lunches, and employee functions.
• Use Basicsafe when required.
• Other duties as required.

Education/Experience

• High School Diploma
• Minimum 3 years of office administration experience.
• Excellent oral and written communications. Strong interpersonal skills. Easily adaptable to change.
• Excellent organizational skills & attention to detail.
• Ten-key by touch; phone/voicemail systems; computer literate in Word, Outlook and Excel and ability to learn and utilize an Enterprise System Software Package.
• Valid driver’s license.

Physical Requirements

The physical requirements of this job are consistent with the typical office job. They include long periods of sitting while using a computer and phone. Periodic travel may be required (driving and by plane). Ability to research information and generate reports and correspondence on the computer; gather and provide information by phone.

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.