Administrative Assistant, Purchasing, South Bend, IN
1st Source Bank
- South Bend, IN
- Permanent
- Full-time
- Communicates regularly with employees and outside vendors using phone and email.
- Ensures that assigned reports and / or projects are completed in a timely and efficient manner by compiling information and preparing it in final format.
- Coordinates the efficient operations of the department by maintaining confidential and general files, scheduling daily tasks, maintaining manuals, and performing necessary clerical duties relevant to the area.
- Provides optimum support to management through ongoing communication to assess / reassess priorities in order to meet deadlines.
- Prepares computer generated reports and information to department or division management as requested.
- Performs follow-up on all administrative details relevant for department efficiency.
- Responsible for the completion of all compliance training related to the position.
- Must understand all applicable laws and regulations that apply to the position and complies with the requirements.
- Processes supply orders for all employees
- Creates purchase orders
- Processes invoices using Prologue Accounting software, including receipting and batching.
- Processes All other invoices outside of the Prologue Accounting Software with GL coding and Cost center coding.
- Manages work orders for office equipment and supplies.
- Collects monthly meter readings from departments and provides to vendor.
- Conducts weekly audit of office supply deliveries.
- Conducts monthly audit of office supply pricing.
- Conducts quarterly surveys measuring performance levels of Purchasing, Forms Management and Records Management.
- Manages special order requests.
- Manages toner cartridge recycling.
- Manages inventory and distribution of various items which includes dispensers for paper towels, toilet paper and soap as well as cups.
- Manages ID’s and passwords for online purchasing and Staples website access.
- Manages the Partners 1st Motivation Program by maintaining inventory, spreadsheets, and orders.
- Maintains the Administrative Assistant position manual.
- Organizes and maintains all areas of the Coffee Program with several vendors which includes ordering and removing Coffee units from various locations throughout the bank.
- Two (2) or more years of experience in an office environment preferred.
- Proficiency in MS Office software (Excel, Word) is essential.
- Good organizational skills.
- Analytical and problem solving skills with attention to detail.
- Able to prioritize workload and handle multiple competing tasks and demands.
- Ability to meet deadlines.
- Ability to handle multiple tasks in a fast-paced environment.
- Good written and verbal communication skills.