Overview
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Job Title: Warehouse Administrative Specialist


Essential Function
This position provides specialist level administrative support to the facilities Director, Operations Managers, Warehouse Supervisors and Human Resources Business Partners. Performs routine clerical and administrative functions such as drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files, or providing information to callers.
Primary Duties
Answer telephones and screens callers to provide appropriate solutions and/or, take messages, or transfer calls to appropriate individuals.
Greet visitors and handle their inquiries or direct them to the appropriate persons according to their needs. Maintain a sign in log and follow all appropriate safety procedures.
Create, maintain, and enter information into databases for daily, weekly, and monthly production, labor, safety, financial, and employee reports.
Compose, type, and distribute meeting notes, routine correspondence, or reports, such as presentations or expenses, statistical, or monthly reports.
Schedule and confirm appointments for clients, customers, or supervisors.
Coordinate conferences, meetings, or special events, such as luncheons or employee family events.
Maintains employee information by entering and updating employment and status-change data. Provides payroll information by collecting time and attendance records. Submits employee data reports by assembling, preparing, and analyzing data.
Prepare and maintain employment records related to events such as hiring, termination, attendance, and other employee related files.
Supports human resources processes by administering tests, scheduling appointments, conducting orientation, maintaining records and information. Substantiates applicants’ skills by administering and scoring tests.
Hire employees and process hiring-related paperwork. Schedule and conduct new employee orientations.
Processes all invoices for facility expenses. Tracks until they have cleared the A/P process. Reconciles statements. Completes monthly budget analysis and reconciliation.
Maintain and balance petty cash fund and capital projects balances monthly.
Orders and maintains all office supplies used in the facility.
Process new hire payroll requests, all payroll corrections, and off cycle payroll check requests, and other employee payroll requests or issues.
Keep all communication boards up to date with required legal state, federal, company, safety and employee recognition information.
Performs other duties as assigned or requested by management.


Knowledge, Skills and Abilities
High school diploma or equivalent preferred
Requires 1-3 years of directly related experience or equivalent education credits
Must have a thorough working knowledge of all processes and policies relating to all duties performed in their assigned department(s)
Working knowledge of currently utilized warehouse management software and equipment used in their department(s)
Verbal and written communication skills
Ability to work in a fast paced environment with the capability to adjust to change and interruptions
Ability to work with limited supervision
Competencies / Attributes
Must display professional attire
Must be sensitive to other’s needs and feelings and be understanding and helpful to all employees
Must be able to maintain neat and accurate records
Must be able to maintain a neat and professional workspace
Must display highly ethical behavior and maintain confidentiality
Highly organized individual and exhibit very high attention to detail
Must be skilled in basic arithmetic and have ability to read and interpret orders, product description, and/or numbers in the English language
Follows all procedures and policies
Ability to work with a diverse range of personalities
Ability to work in a fast paced environment with the capability to adjust to change and interruptions
Ability to work with limited supervision
Nature and Extent of Direct or Indirect Controls Exercised by the Supervisor
Task Level High Departmental/Division Level High
Project Level High Consultative Level High
The amount of discretion or freedom this position has
Strict Adherence to Guidelines
Interprets and Adapts Guidelines
Develops and Implements Guidelines



Working Conditions /Physical Requirements
Repetitively lift cartons weighing 10 to 55 pounds
Stand/Walk for 6 to 10 hours a day
Must be able to climb up and down stairs and ladders
See and read labels on products, product containers and packages
Must be able to work in temperatures ranging from 25 degrees Fahrenheit to 105 degrees Fahrenheit
May be exposed to fumes and odors upon occasion
Visual ability must have accurate depth perception
Must have adequate hearing to hear warnings from powered vehicles, emergency alarms, and verbal announcements

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