Administrative Assistant II

DHL Supply Chain is Hiring!

At DHL, you will play a part in one of the world’s most essential industries. As the world’s leading contract logistics provider, we believe in doing the right thing, growing together, and delivering the difference. At DHL, you have a voice that matters and can make an impact that lasts. There has never been a better time to join DHL Supply Chain. In a global business like ours, the opportunities are endless. So, join us. Work with us. Grow with us.

Position: Administrative Assistant II

Shift/Hours: Monday - Thursday 6a-4p, OT may be required

Starting Pay: $20.40

General job description below, the ideal will also have the following skills:

Role Purpose: Provide personal secretarial services and administrative assistance while exercising initiative and judgment regularly. Work independently under general direction of the General Manager, providing administrative and clerical support including records management, billing, payroll, personnel records, etc. Provide advanced administrative support for senior management as well as courteous, responsive and accurate information to associates.

Key Accountabilities:

• Manage the accounts payable and receivable process. Obtain purchase orders, validate and process invoices. Contact vendors regarding discrepancies.
  • Review, transmit and manage weekly payroll process. Reconcile any issues that occur.
  • Assist the General Manager with the month-end close process.
  • Type correspondence and reports from rough drafts, editing grammar, punctuation or spelling as needed.
  • Use considerable judgment and initiative to determine the approach or action to take in non-routine situations.
  • Screen telephone calls and visitors, ascertaining who can be redirected to subordinate managers or to other offices. Provide information to callers, requiring detailed knowledge of manager’s area of responsibility and general knowledge of company policies, practices and operations in an expeditious and courteous manner.
  • Perform a range of administrative details of a confidential nature regularly, requiring initiative and judgment to make independent decisions for which probable errors may have moderate effect on cost.
  • Prepare various confidential, specialized, and recurrent reports like financial data. Produce high quality reports, presentations, proposals, or other documents.
  • Maintain filing system including items that are confidential. Establish, maintain, and when necessary, revise supervisor’s files.
  • Maintain manager’s calendar, scheduling meetings and appointments. Regularly arrange travel and hotel accommodations for frequent extended trips. Compile and submit expense reports.
  • Open and review all mail directed to management staff. Compose responses to routine inquiries and ascertain which items can be delegated to subordinate managers, and forward appropriate items to managers.
  • Require continuous use of technical and business vocabulary and a detailed knowledge of company operations, organizational procedures, and personnel.
  • Coordinate high level meetings with Excel associates, business unit-wide meetings, as well as customer meetings.
  • Serve as central communication point for associates on human resource and associate relations items.
  • Delegate work to one or two clerical associates to assist with routine duties.
  • Follow up on all assignments delegated to subordinate managers as to status, completion, etc.
  • Operate office equipment including fax, copiers, printers, binding machines.
  • Perform additional duties as assigned by management.

Required Education and Experience:

• Two years related experience
• High School Diploma or Equivalent, preferred

Be part of the world’s largest logistics company! DHL Supply Chain has been certified as a Great Place to Work® and Top Employer in the US for the 3rd year in a row!

• AFFORDABLE medical, dental, and vision coverage offered on your 30th day
• Paid vacation and holidays
• 401(k) with generous company match
• Tuition reimbursement program
• Excellent training and career advancement opportunities

Grow your skills. Shape your world.

**This role is specific to working with LMS - Labor Management System. The LMS admin will be managing the associate profiles in our LMS systems and generate reporting for the operations team for them to review associate productivity/performance. As new associates are onboarded, they will update their LMS profile and when an associate terminates, they will deactivate the LMS profile. Overall, the admin will be also helping with the following:

• Indirect approvals
• Pulling reports for the operations team
• Help with administrative work within the LMS system to keep associate information accurate
• Will utilize Excel, Kronos, Outlook, and Powerbi, on a daily basis

Role Purpose:

Provide administrative and clerical support to management including the management of personnel records. Work under general supervision of the General Manager while providing personal secretarial services and administrative assistance. Exercise discretion and judgment on occasion and provide courteous, responsive, and accurate information to associates.

Key Accountabilities:

• Screen telephone calls and visitors, deciding who can be redirected to subordinate managers or to others offices.
• Provide information to callers, requiring detailed knowledge of the managers area of responsibility and general knowledge of company policies, practices and operations.
• Perform confidential administrative functions where reports could have an effect on cost. (Typing, proofing and assembling reports or proposals for customers or outside agencies and taking, transcribing and distributing minutes for important meetings)
• Maintain departmental records and prepare reports.
• Schedule meetings and appointments and arrange travel and hotel accommodations as necessary.
• Open and review all mail directed to management staff. Compose responses to routine inquiries, and decide which items can be delegated to subordinate managers, and forward the appropriate items.
• Follow up on all assignments delegated to subordinate managers as to status, completion, etc.
• Maintain administrative filing system including items that are confidential.
• Process weekly payroll records.
• Serve as central communication point for associates.
• Operate office equipment including fax, copier, printer, and binding machines.
• Perform additional duties as assigned.

Required Education and Experience:

• Two years related experience
• High School Diploma or Equivalent, preferred

Our Organization is an equal opportunity employer.