Administrative office specialist job description

How brave are you? We are a high-tech company providing machine tools and laser technology, and are looking for people who can face new challenges with a fresh mind. As an independent family company, we offer you the freedom and trust to put your brave ideas into practice. With you on board, we would like to power ahead with the digital networking of the manufacturing industry. Our passion and creative drive ensure that we are an innovative force - across the globe at over 70 TRUMPF locations.

This position supports a satellite office location at one of of our key, customer accounts. This person will support various office administration duties, order processing, shipping & stock management, facility and general maintenance service coordination. In addition to administration duties, this person will also support our technical teams (Field Service and Applications) from time-to-time, by assisting with on site analytics for our equipment. This assistance will be supported using remote analytic tools such as Face-Time and Smart glasses.

Flexibility to support diversified tasks and strong communication skill. Very good computer skills, including usage of SAP and MS office applications. This person will also have the physical ability to handle logistic duties such as moving of inventory products, organizing the warehouse, and operation of a forklift.
Primary responsibilities:

Office Administration

Maintain company documents and electronic filing
Purchase and maintain office equipment and general office supplies
Answer telephone calls and emails, receiving and directing visitors, word processing, filing
Distribute mail, send and receive packages; including managing vendor files and relations
Provide administrative support for internal and external events, including trade shows & customer meetings
Fulfill internal and external reporting requirements as assigned

Order Processing, Service, Warehouse, Logistics Support, and Technical Analytics

Work closely with internal employees on all logistics requirements and to support all logistics needs for the office
Organize the warehouse, including operation of a forklift
Package goods and arrange shipments with carriers; including receive goods for the office
Support inventory management (demo stock, consignment stock, and spare parts etc.)
Support inventory transactions with SAP, spare part quotes and service RMA generation
Process all orders received from customers with SAP (including order registration, internal purchase order process, order status monitoring, delivery coordination and other)
Support remote, technical analytics of company products with the assistance of a technical partner

Requirements:

2-5 years Customer Service experience

Customer portal management experience strongly preferred

5+ years in a manufacturing management setting with experience in WH management, Import/Export, inventory management, shipping, and warehousing.

Microsoft Outlook, SAP and Excel proficiency required

Understanding of Basic Electronics a strong plus

Occasional travel may be required

Personal skills:

Excellent communication and solid decision-making skills

The ideal candidate will have a strong continuous improvement / lean background and be able to utilize that skillset to improve customer and business metrics.

Ability to work under limited supervision and complete assignments with limited instruction

Assertive and highly self-motivated

Proven skills in ownership of what it takes to achieve strong Customer satisfaction results

TRUMPF is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, citizenship, disability, veteran status, or other protected class.

Georgia MENTOR, a member of the Sevita family, provides services for adults with intellectual and developmental disabilities and medically complex needs.

Office Coordinator Program Funds Specialist Do you want to work in a dynamic work environment where no day is ever the same as the next? In this role, your tasks will be diversified and you will be supporting our mission. Support management with administrative duties, including scheduling, travel planning, and routine correspondence.

+ Monitor implementation of individual fund policies and procedures, audit individuals' accounts, review reconciliations, and report mismanagement or abuse of individual funds.

+ Coordinate and manage funds in alignment with money management plans and financial transaction consents.

+ Perform Representative Payee Designee duties, administer pre-paid bank card programs, track and record deposited funds for beneficiaries, and deposit payments when necessary.

+ Assist with opening irrevocable burial trusts, special needs trusts, etc., and coordinate handling of individual funds in the event of death.
+ Complete routine and end of year tax filing for applicable persons served.

+ Review and process routine personal spending and special requests for funds, maintaining records of expenditures, including original receipts and signatures.

+ Make payments on behalf of persons served, including room and board, rent, utilities, medical co-payments, and others, following policy and procedure when issuing checks from individual fund accounts.

+ Reconcile transaction registers to fund's source (ledgers/etc.) at least monthly or more frequently, as applicable.

+ Verify accuracy of transaction register balances by reviewing starting and ending balances, deposits, expenditures, cash count, and bank card or account balance verification, bringing questions or inconsistencies to the primary money manager (or other party if this person is suspected) for resolution.

+ Conduct routine reviews of account balances and, as indicated, complete high balance alert notifications and take steps to avoid exceeding asset limits to maintain eligibility.

+ Assist with reporting combined asset and account information to benefit entities (e.g., Social Security Administration) as well as collecting and organizing documents for external audits of Representative Payee Accounts.

+ Promptly report suspected misuse of funds or property, as required by applicable policy and procedures.

+ Coordinate work, plans, organize, and schedules duties and responsibilities of department staff.

+ Provide backup support for administrative staff.

+ Assure training and continuing in-service training instruction is received by all staff.

+ Assist in preparation and maintenance of contracts and contract proposals.

+ Coordinate building maintenance, office equipment, purchasing, and space planning/lease.

+ Organize and plan department/program meetings, training, and events.

+ May assist Human Resources with interviewing, hiring, orientation, training, performance evaluations, and maintaining employee records.

+ Coordinate, process, and maintain payroll, invoices, accounts payable, and develop systems and operations reports within the department.

+ Perform timekeeper responsibilities.

Qualifications :

+ High school diploma/GED required; Associate's Degree with account management experience preferred.

+ Proficiency in accounting, intermediate to advanced computer skills, and familiarity with accounting applications preferred.

+ Self-motivated and detail-oriented with ability to multi-task and meet deadlines

+ Strong analytical skills with the ability to collect information from different sources.

+ Current driver's license in good standing, car registration, and auto insurance if driving on the behalf of the Company.

+ Effective communication skills to manage relationships

+ A reliable, responsible attitude and a compassionate approach

+ A commitment to quality in everything you do

+ Responsible also for managing individuals' funds

+ In office position

Why Join Us?

+ Full, Part-time, and As Needed schedules available.

+ Full compensation/benefits package for employees working 30+ hours/week.

+ 401(k) with company match.

+ Paid time off and holiday pay.

+ Rewarding work, impacting the lives of those you serve, working alongside a great team of coworkers.

+ Enjoy job security with nationwide career development and advancement opportunities.

We have a rewarding work environment with awesome co-workers - come join our team - Apply Today!

Sevita is a leading provider of home and community-based specialized health care. We believe that everyone deserves to live a full, more independent life. We provide people with quality services and individualized supports that lead to growth and independence, regardless of the physical, intellectual, or behavioral challenges they face. We've made this our mission for more than 50 years. And today, our 40,000 team members continue to innovate and enhance care for the 50,000 individuals we serve. Equal Opportunity Employer, including disability/vets

The Mentor Network is pleased to be an equal employment employer Women/Minorities/Veterans/Individuals with Disabilities

req12071

Position Title:

Administrative Specialist Office of The President

Position Type:

Staff Full-Time

Position Number:

038

Campus:

Langston

Department:

LANGSTON

Location Address:

701 Sammy Davis Jr Drive, Student and Employee Services
Langston, Oklahoma, 73050
United States

Hiring Supervisor:

Hiring Range:
(Contingent upon available funding):

Salary

Work Schedule:

M-F

Faculty Appt Period:

Job Summary:


Job Summary:


This position serves a key role to ensure the smooth operation of the Office of the President by providing administrative support to the staff therein and serving as a resource to the university community. He/She will be responsible for opening the office daily. Receives, greets, and directs visitors to appropriate individual or office within the institution and maintains record of visitors. Must greets guests of the President or other staff within the office in preparation for meetings or events.

Exercises discretion in the handling and dissemination of confidential and other sensitive information (such as information related to human resources or budget matters).

Answers, properly routes, and returns phone calls. Greets incoming office callers, screening them to determine the purpose of their call or visit, and providing them with the necessary assistance to ensure they are directed to the best resource(s). Responsible for maintaining record of callers for reference.


Duties and Responsibilities:


Supervise and direct student employees within the Office of the President, including setting work schedules and approval of electronic time sheets, and collecting, opening, sorting, and distributing incoming mail.

Perform routine office tasks such as: office supply inventory maintenance and ordering; maintenance of office equipment including arrangement for service calls as needed; reconciliation of records such as travel and purchasing documents; general procurement tasks and processing of invoices/receipts for Office of the President. Experience with Sciquest platform (OK Corral) preferred.

Responsible for special projects as assigned by supervisor including but not limited to gathering information for administrative reporting or other activities and development of special correspondence or documents, presentations, or publications as needed.

Responsible for filing documents and maintaining office filing. This includes maintaining a current filing system of both active and inactive files. Responsible for retrieving information from files for Office of the President as requested or required.

Candidates must have relevant, extended experience related to office management within last five years of employment for full consideration. At least five years' experience as administrative assistant, administrative specialist, office manager, or related position required.

Performs other related duties as required and deemed appropriate in support of the Office of the President to accomplish assigned responsibilities and functions of the office.

Special Instructions to Applicants


Apply online and upload a resume for full consideration.



Education & Experience


Position Qualifications:


Required:


Bachelor's Degree

Must have superb organization, communication, and interpersonal skills with the ability to work in a diverse community serving students, faculty, administrators, and external constituents such as university alumni, legislators, vendors, state and federal agencies.

Must have the ability to work well under pressure, experience in managing multiple projects and meeting deadlines is required. Excellent knowledge of Microsoft office applications (Word, Excel, PowerPoint, Outlook, etc.) is also required.

Langston University (LU) strives to provide a safe study, work, and living environment for its faculty, staff, volunteers and students. To support this environment and comply with applicable laws and regulations, LU conducts pre-employment background checks on final candidates. Offers of employment are contingent upon the successful completion of a background check.The type of background check conducted varies by position and can include, but is not limited to, criminal (felony and misdemeanor) history, sex offender registry, motor vehicle history, financial history, and/or education verification. Background checks will be conducted when required by law or contract and when, in the discretion of the university, it is reasonable and prudent to do so.