Commissary Office Assistant, Operations

Description:

POSITION SUMMARY:

Reporting to the Commissary Office Manager, this position works on site at various Commissary offices working with the Commissary Plant managers, assistant managers and supervisors. This position is responsible for preparing daily orders, production sheets, invoices, packing lists, pick tickets and other paperwork needed for order fulfillment and delivery. Clerical responsibilities include helping customers on the phone with orders and questions, maintaining employee records and files, inputting orders into the computer system, confirming orders by phone or fax, and other general duties that contribute to the operation of the commissary office.

ESSENTIAL FUNCTIONS:

• Prepares and prints various production sheets with thoroughness and accuracy for each department.
• Prepares all packing lists, pick tickets, special order forms, and all related paperwork for production needs and deliveries.
• Answers all incoming phone calls, helps customers orders and questions, completes order process accurately and assures complete customer satisfaction.
• Utilizes Company’s inventory system to route orders for delivery, process invoices, and direct any special instructions to the proper department or supervisor for follow up.
• Assists employees with requests such as purchasing movie tickets, placing special orders, assisting with forms sent by the administrative office, and other situations that arise.
• Maintains the petty cash box and sends the proper paperwork to the administrative office on a timely basis.
• Knowledgeable of basic computer navigation skills in a variety of programs and applications, scanning documents, and knowledge of Word, Excel, Windows Office

OTHER FUNCTIONS:

• Orders supplies for the office as required.
• Posts all incoming notices from the Administrative office for employees. Maintains the bulletin boards in a neat and appealing manner.
• Maintains the necessary files at the unit office.
• Handles all clerical responsibilities within the scope of their duties and upon approval by the Commissary Office Manager
• Performs various other duties as assigned.

Requirements:

QUALIFICATIONS:

Scheduling:

• Regular Schedule 8am-5pm Monday-Friday
• Available to work as early as 7:30am
• Available to work Monday through Sunday and holidays

Physical Ability:

• Must be able to lift up to 15 pounds
• Occasional lifting of 20 to 30 pounds
• Standing/walking up to 4 to 5 hours a day
• Reaching/bending frequently
• Good speech and hearing necessary for talking on the telephone and communicating with staff, employees, managers and the general public

Mental Ability:

• Numerically inclined
• Accurate with numbers and information
• Ability to handle confidential information and cash
• Problem solving ability
• Good customer service skills
• Ability to multitask
• Detail Oriented

Pre-Employment Requirements:

• Must pass drug screening test
• Must also have passed a TB test Dated/Issued within 12 months of date of hire OR Dated/Issued at the age of 16 or older.

Environmental Conditions:

• Works mainly in small office
• Works in a production plant environment (Hot, Cold, Noisy)

Education:

• High School diploma or equivalent

Experience:

• Some experience working in an office environment is suggested

Desired Skills:

• Good communication skills (oral and written)
• Good interpersonal skills
• Good attitude and desire to promote and achieve excellent service
• Computer experience with Word, Excel, Google Docs
• Self-development skills (desire & ability to learn)
• Ability to handle cash
• Strong clerical skills
• 10 key by touch

Desired Attributes:

• Supports & displays Core Values - Committed, Humble, Integrity, Passionate, Supportive
• Ability to plan/organize workload
• Accurate with calculating and computating numbers
• Pleasant telephone voice
• Ability to work under minimal supervision
• Ability to handle confidential information
• Team player
• Ability to work in a fast-paced environment

Disclaimer:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.