Office Specialist

Office Specialist

The Office Specialist supports the quality system program by checking mill test reports for accuracy, entering test reports into sales order system and providing correct documentation for shipments. Assists the sales department with sales related activities such as receiving, future sales orders, credit memos.

Required Essential Job Skills/Experience:

• Strong attention to detail for identifying discrepancies and ensuring compliance with customer and industry requirements.
• Ability to resolve documentation discrepancies professionally and efficiently when working with mills, suppliers, and customers.
• Organized, detail-oriented, and able to communicate clearly and pleasantly in both written and verbal interactions.
• Proficient with Microsoft Office applications, including Word, Excel, and Outlook.
• Experience handling customer documentation requests and transactional office tasks with accuracy, confidentiality, and a high level of reliability.

Required Essential Job Functions/Duties:

• Receive and scan mill test reports into sales order system, compare against specifications and purchase order.
• Contact mills to request or expedite ship dates and test reports.
• Send test reports to customers when required.
• Receive incoming material in sales order system.
• Manage paperwork for future orders.
• Issue credit card authorizations for sales orders.
• Interface with Product Managers on special attention orders.
• Other duties as required.

Desirable Job Skills/Experience:

• Understanding of industrial distribution processes.
• Experience in quality assurance programs and documentation.
• Community college or university education in business or a related field, or equivalent work experience, is preferred.

Job Accommodations: Considered on an individual basis.

Benefits:

• Medical, vision and dental insurance.
• Holidays and Vacation/PTO Days.
• Life and Short Term Disability Insurance.
• 401k.

Physical Requirements:

This position requires the following in an 8-hour workday:

• Standing: 15 minutes 1/2-1 1/2 hours
• Walking: 10 minutes 30 minutes
• Sitting: 2 hours 5 1/2 hours
• Movement of objects and strength required for this job:
• Lifting: Carrying:
• Up to 5 lbs.: FREQUENTLY (34-66%) FREQUENTLY (34-66%)
• 6-10 lbs.: OCCASIONALLY (1-33%) OCCASIONALLY (1-33%)
• 11-20 lbs.: OCCASIONALLY (1-33%) OCCASIONALLY (1-33%)
• 21-25 lbs.: NEVER NEVER
• 26-50 lbs.: NEVER NEVER
• Required repetitive use of hands:
• Simple Grasping: YES
• Pushing & Pulling: NO
• Fine Manipulating: YES
• Repetitive Actions/Movements Involving the Feet:
• Right Foot: NO
• Left Foot: NO
• Both: NO
• Worker Positions Required in the Performance of this Job:
• Climbing: OCCASIONALLY (1-33%)
• Kneeling: NEVER
• Balancing: NEVER
• Crouching: OCCASIONALLY (1-33%)
• Bending: OCCASIONALLY (1-33%)
• Stooping: OCCASIONALLY (1-33%)
• Reaching: FREQUENTLY (34-66%)
• Sensory Requirements:
• Talking and/or Hearing: YES
• Seeing: Depth Perception: YES
• Field of Vision: YES
• Accommodation: YES
• Color Vision: NO
• Environmental Conditions That Are Found in the Work Site:
• PHYSICAL SURROUNDINGS: Inside (75% of time) Outside (75% of time) Both (equal amounts)
• TEMPERATURE: Cold (enough to cause bodily discomfort) Hot (enough to cause bodily discomfort) Variations (sufficient to cause bodily reactions)
• WET: Contact with water and/or other liquids
• HUMID: Moisture content sufficient to cause bodily discomfort.
• NOISE: Sufficient to require hearing protection
• VIBRATION: Sufficient to cause repeated motion or continuous shock
• HAZARDS: Risk of bodily injury present
• FUMES: Smoke or vapors resulting from combustion or chemical reaction
• ODORS: Toxic or non-toxic smells
• TOXIC CONDITIONS: Exposure to disabling fumes, dusts, gases, vapors, mists or liquids that may cause bodily harm.
• DUST: Small particles that may cause occupational disease
• POOR VENTILATION: Exposure to drafts or insufficient movement of air