Administrative Assistant

Administrative Assistant
Clackamas, OR 97015

• Schedule is Sunday through Thursday | Hours 7am to 3:30pm
• Overtime: It is possible but should not be required. Sundays can sometimes run long due to the fact we are wrapping up all of payroll for the week, but if the daily tasks are done timely this should not be an issue. The tasks are tailored to fit within an 8-hour day, and they can often be adjusted as necessary if something falls apart or causes delays
• ** Candidate must be eligible to be employed for an indefinite duration without limitation

Note: MUST be legally authorized to work in the United States.

ABOUT THE ROLE:

• We are seeking a highly organized and detail-oriented Administrative Assistant to support our manufacturing plant operations. This role is essential for managing front-office activities, employee services, compliance tasks, and various reporting functions. If you thrive in a fast-paced environment and enjoy multitasking, this position is for you

KEY RESPONSIBILITIES:

• Serve as the primary front office contact for administrative tasks, including answering main line calls, assisting vendors and customers, greeting visitors, and managing incoming mail
• Manage hourly employee timekeeping for the processing of payroll, attendance tracking, and payroll check distribution
• Process daily retail sales and invoicing (routing)
• Organize and scan documentation to support internal audits, compliance efforts, and accounting processes
• Assist in file management project (Iron Mountain)
• Manage the plant badge access system, process badge requests, and conduct audits as needed
• Perform general administrative tasks as may be assigned

QUALIFICATIONS:

• High school diploma or equivalent
• At least 2+ years of administrative experience (manufacturing environment preferred)
• Previous experience with time keeping is nice to have
• Proficiency in Microsoft Office (working knowledge of Excel)
• ERP systems (M3, Workbrain, Power BI) nice to have
• Strong organizational and multitasking skills
• Excellent communication and customer service abilities
• Candidate will be going to loading dock to pick up and drop off paperwork
• Candidate must wear rubber sole shoes

** Please see attached breakdown of for timekeeping and routing.


The primary duties for this employee cover two main categories: Routing & Timekeeping
The jobs are intermingled throughout the day, as Routing is completed in two stages.
Below is the general breakdown of the daily tasks for this desk; please keep in mind that
these are the basic daily tasks and that duties may shift according to business needs.
This person will also be the primary contact for visitors and drivers and need to be able
to multi-task and manage the interruptions as they come.


Routing

• Review picklists from prior day, noting any shortages: Process credit memos as necessary
• Review daily orders, verify inventory, process shortages/firm orders
• Build first three load maps

** When final routing comes in **

• Process final picklist order
• Build final load maps
• Send routing emails
• Process final invoice
• Update Retail Service Level file

SOX Document Scanning

• As needed, scan finalized cycle count and inventory adjustment packets to audit team

File Management

• As time allows work through old files, label and tag storage boxes accordingly, and arrange transport to off-site storage (Iron Mountain)

Timekeeping

• Check for, post, and correct missing punches
• Run daily reports and update timekeeping tracker
• Process daily code changes: Pull data from tracker | Enter code changes into Workbrain | Run report and verify accuracy | Enter sanitation hours into Labor Breakout file

• Process any time off requests
• Process daily call outs: Review call out log / voice mails / crossover email | Verify leave balances | Enter appropriate notes / time off pay coding into Workbrain and timekeeping tracker | Update T&A accordingly

• Weekly review and wrap-up (Sundays): Complete the daily tasks for Friday/Saturday of prior week | Review punches, notes, time off, benefit hours entered for all employees | Run final weekly reports; prepare final questions for supervisors | Update Weekly trackers and enter hours worked online

ADDITIONAL INFORMATION:

• Is there a possibility this role will be extended? - Yes
• Is there a possibility this role will be converted to full time? - Manager is not able to comment currently.
• If candidate is selected, they will interview onsite.

We are an equal opportunity employer, and we are an organization that values diversity. We welcome applications from all qualified candidates, including minorities and persons with disabilities.


req1ACIJP00004042