Administrative Assistant

Job Description

Job Description

Job Title : Administrative Assistant

Reports to : Office & Purchasing Manager

Department : Administration

Location : Boardman, OR

Supervises : N / A

Classification : Non-Exempt

Date : 10-February-2025

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 www.altoingredients.com.

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 of 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 to the Office & Purchasing Manager and other staff as required.
• 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 front gate call box.
• Maintain proper PPE at 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.
• Provide for office equipment that is fully functional by ensuring that equipment (copiers, fax machines, etc.) are 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.
• Fosters a safe environment by promoting with others and complying directly with all safety programs and policies designed to minimize safety hazards / injuries and mitigate risks.
• Responsible for all Co-Products, including maintain accurate schedule, replacement tickets and provide daily accurate report.
• Complete all assigned training timely.
• Communicate regularly and effectively with Office & Purchasing Manager of all work functions and offer suggestions that produce results.
• Provides appropriate and timely feedback within the team to foster an environment of collaboration and trust.
• Provides 360 review within department.
• Responds to and resolves administrative inquiries & questions.
• Attends 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 organized and easy to use manner.
• As required, plan meetings, lunches, and employee functions.
• Use Basicsafe when required.
• Other duties as required.

Education / Experience

Qualifications

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 50 lbs. Walk on paved and unpaved surfaces. Climbing stairs and ladders.

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.

Criminal background check and drug screen required.