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RECEPTIONIST

Company: Kelly
Location: Chunchula
Posted on: November 19, 2021

Job Description:

PAY: $13/HR
HOURS: FULL OR PART TIME AVAILABLE 8AM-5PM
LOCATION: CHUNCHULA, ALABAMA
JOB DESCRIPTION:

  • PURPOSE
  • This document describes the basic functions, reporting relationships, authority, and responsibilities of the Business Office Associate for S&S Machine Shop, Inc. - South (S&S-S). This position handles the exchange of critical business information and operation of business support systems between the S&S Business Office and the S&S Machine Shop, Inc. - South. The Business Office Associate must represent all aspects of S&S in a professional and confidential manner at all times. This position helps establish and maintain a positive work environment and professional interactions with customers and vendors. This position answers company phones and performs receptionist activities; provides S&S Business Office support for data entry; sales activities, new employee processing and payroll, safety and training, production planning and control, and general clerical support for the S&S-S location. This Job Description also provides the performance criteria for the position and identifies the Job Requirements as required by the American with Disabilities Act. This may be a part time position.
  • This position mainly impacts Company profitability through the accurate review, coding and data entry to promote timely and accurate bill paying; gathering and submission of timely information for accurate invoicing; checking timesheets for accuracy; support of the sales effort; promoting the business through customer service; and assisting with other related Business Office activities. This position provides key support to management, but is not a management position.
  • BASIC FUNCTIONS OF THE BUSINESS OFFICE ASSOCIATE
  • The person occupying the position of Business Office Associate is responsible for the following S&S Business Office functions at assigned location:
  • Receptionist functions
  • A/P and Purchasing Support
  • Payroll Support
  • Secretarial and administrative support
  • Sales Support
  • HR Support
  • Production Planning and Control Support
  • Safety Program Support
  • Training Program Support
  • Assists with obtaining and submitting work related information for the Business Office
  • Performs other clerical and administrative support for the S&S-S Machine Shop and S&S Business Office.
  • REPORTING RELATIONSHIPS
  • The Business Office Associate is selected by the Controller and reports directly to the Controller. The S&S-S General Manager will direct work related directly to support of the S&S-S location and participate in the evaluation of this position.
  • It is essential for the incumbent to develop and maintain effective and positive working relationships with other functional support positions as designated, although no formal reporting relationships are expressed.
  • JOB REQUIREMENTS
  • The physical demands of the position are listed in accordance with the requirements of the ADA as:
  • Body Positions
  • Standing - Up to one third of the time
  • Walking - Up to one third of the time
  • Sitting - Two thirds or more of the time
  • Talking/Listening - Two thirds or more of the time
  • Use of hands - Two thirds or more of the time
  • Climb or Balance - Up to one third of the time
  • Stoop, Kneel - Up to one third of the time
  • Reach with Arms - Up to one third of the time
  • Body Movements, lifting and exerting force - Lifting up to twenty pounds up to 1/3 of the time, handling files
  • The Senses necessary for the successful performance of this position are: Close vision, distant vision, ability to adjust focus and exceptional color discrimination, and peripheral vision are required for computer work and reading numbers off of catalogs.
  • Mental Requirements
  • Mathematical abilities at the level required to perform clerical and basic business math functions are essential to this position for budgeting, pricing, calculating commissions, and producing reports.
  • Fluency in the English language (read, write, and speak) is required as the overwhelming majority of customers, vendors, suppliers, and subordinates communicate only in this language.
  • The mechanical ability requirements of this position are limited to the ability to safely operate office equipment such as copiers, facsimiles, computer printers, and computers.
  • The ability to perceive spatial relationships is a requirement, especially for filing.
  • Reasoning ability ("logic") is required to resolve bookkeeping and financial problems.
  • Educational requirements for this position are:
  • Required: High School Graduate or GED with Office Skills/Accounting training (work experience may be substituted for this training).
  • Preferred: Two-Year Associate Degree or more in Business Administration or Accounting.
  • The environmental conditions of the area in which the Business Office Associate shall perform his/her duties are "normal" business office conditions (controlled temperature and humidity) with exposure to a Moderate Noise level as a result of office machines.
  • The position must have experience and working knowledge in using computer software applications of Excel, Word, Outlook, and accounting software, such as QuickBooks.
  • Additional Requirements for this position:
  • This position must be able to prioritize work.
  • This position must be able to effectively communicate with customers, vendors, and coworkers at all times in a positive manner, sometimes in stressful situations.
  • This position must maintain confidentiality at all times regarding employee, customer, company, business decisions, and vendor information.
  • This position must exhibit professionalism at all times when representing the S&S Business Office and S&S-S as this position helps set the tone for a positive workplace.
  • AUTHORITY
  • The Business Office Associate has full operating authority to fulfill the responsibilities of the position as described in Section 6.0 of this Operating Procedure.
  • The Business Office Associate shall enforce the Company's established Business Office Operating Policies and Procedures.
  • Authority to interact with customers and visitors for phone work and customer service purposes.
  • Authority to interact with vendors regarding purchases for the business.
  • Authority to prepare checks and reimbursements for payment of approved purchases for the S&S Machine Shop - South Shop. 6 RESPONSIBILITIES AND DUTIES
  • Understands and demonstrates that: Safety - Quality - Customer Satisfaction - Productivity and Confidentiality are priorities in all phases of our work. Maintains cordial and professional client, community, customer, co-worker, and public relations. RECEPTIONIST FUNCTIONS
  • Responsible for reception activities. Makes sure that controlled entrances are being actively monitored and that visitors are greeted and screened properly, and directed to appropriate office.
  • Responsible for the phone system and phone answering function. Makes sure the phone system is meeting the needs of the business and that any required repairs are done quickly.
  • Answers phone on the first ring, no later than the third ring, by saying, "Good Morning/Afternoon S&S Machine Shop, __ (NAME) __ speaking. How may I help you?" Screens calls and handles questions professionally and refers those beyond knowledge base to an appropriate company resource.
  • Directs phone calls to the correct person, but if they are unavailable, takes a detailed message and makes sure the message is delivered promptly and completely.
  • Monitors the front door. Identifies those who enter and directs them appropriately to the proper area.
  • Receives FedEx and UPS deliveries, signs for packages and makes sure they are delivered to the addressee in a timely fashion. PURCHASING AND A/P SUPPORT
    6.8 Maintains office supply inventory. Reorders as needed and according to Business Office procedures.
  • Orders tooling, sanding, and other shop supplies after needs are identified by Leads. Picks up and delivers shop supplies and parts as needed.
  • Meets reporting and processing requirements for purchasing according to Business Office procedure(s). Manages PODs as jobs are delivered. Collects receivers and invoices from the shop, files documentation alphabetically, forwards necessary information to the Bookkeeper.
  • Each Tuesday, sorts and organizes invoices, then distributes them for review. After the review, screens and accurately enters data from the invoices into the accounts payable module of the accounting system or forwards them to the Business Office for data entry.
  • Prepares checks for payment of invoices according to Business Office procedure(s). Gives checks to General Manager for signature. Sends payments out as directed.
  • Manages petty cash for S&S-S according to Business Office procedures. Requires invoices for all reimbursements from this fund.
  • Assists with maintaining vendor files according to Business Office procedures. Files unpaid vendor invoices in vendor company file in the appropriate file cabinet. After payment, receives a copy of each check cut for that week which is attached with the original invoice. Refers to the remittance schedule for the list of total invoices to attach. Files in the accounts payable file, sorted, alphabetically by vendor...... click apply for full job details

Keywords: Kelly, Mobile , RECEPTIONIST, Administration, Clerical , Chunchula, Alabama

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