Office Administrator

Summary

The Office Administrator is primarily responsible for assisting the CEO/ President through scheduling, Board support, correspondence, quality assurance, program support, store support, and projects; the Office Administrator is a trusted leader who maintains highly confidential and sensitive material. The Office Administrator must have a friendly, engaging personality and take the initiative to gain knowledge of PDI events, programs, and employees. The Office Administrator must be able to work with a diverse set of staff under the authority of the CEO/President’s office.

ESSENTIAL DUTIES AND RESPONSIBILITIES

· Maintain CEO schedule and correspondence.

· Maintain the C-Suite schedules as needed.

· Support the Board of Directors by taking minutes, preparing board and committee agendas, creating and dispersing packets, and other critical tasks.

· Administrative lead for the Board of Director’s 3rd party software management system, OnBoard.

· Respond to Board Members in a professional and timely manner.

· Leads various Executive Level Projects as needed.

· Performs Quality Assurance work for HR, Finance, Programs, and Production.

· Responsible for the Shipping Department and limited purchasing functions.

· Manages Microsoft 365 Administrative internal sites and data.

· Maintain a professional Administration Department in an organized manner.

· Assist with PDI events, is possible.

· Communicate positively with individuals, customers, vendors, employees, and other stakeholders to answer questions and distribute information.

· Follow procedures to support HR and the front desk, as needed.

· Managing the company voice messaging and call routing system.

· Provide tours; as needed.

· Respond to requests for information as required in a professional and friendly manner as a representative of PDI.

· Operate office machines and assist others in training and handling malfunctions of machines.

· Vehicle use:

o This position requires that you drive a personal vehicle or PDI vehicle on a PDI business.

o You must have a current valid driver’s license and vehicle insurance with you at all times.

COMPETENCIES

To perform the job successfully, a person should demonstrate exceptionally high levels of skill in the following competencies:

· Ethics

o Treat people with respect

o Maintain the highest levels of confidentiality.

o Keep commitments.

o Inspire trust

o Work ethically and with integrity

o Uphold organizational values.

· Interpersonal

o Customer service

o Group interaction

o Oral communication

o Written communication

o Teamwork

· Professionalism

o Tactful approach

o Always acting positive under pressure

o Treat others with respect

o Take responsibility for all actions

o Follow-through is a must.

· Organization

o Business acumen

o Cost consciousness

o Diversity and Inclusion

o Organizational support

o Strategic thinking

· Self-management

o Adaptability

o Attendance and punctuality

o Dependability

o Initiative

o Innovation

o Judgment

o Motivation

o Planning and organizing

o Professionalism

o Quantity and Quality

o Safety and security

RESPONSIBILITIES

The Office Administrator is responsible for supervising the Warehouse Specialist and occasionally the Front Desk Attendant when the Sr. Director of Human Resources is unavailable.

MINIMUM REQUIREMENTS FOR ALL PDI POSITIONS

You must be age 21 or over to work at PDI. You must also pass a pre-hire drug and background screen and random drug screens that may occur at any time and without notice while employed by PDI. You must be computer-literate, comfortable with technology, with well-developed oral and written communication skills. You must be able to complete and pass First Aid, CPR, and other required training.

REQUIRED EDUCATION AND EXPERIENCE

Associate’s Degree (“A.A.”) or equivalent from a two-year college or technical school; or six months to one-year related experience and/or training; or equivalent combination of education and experience.

LANGUAGE ABILITY

Able to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of employees of the organization.

MATHEMATICS ABILITY

Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals. Ability to compute rate, ratio and percent and to draw and interpret bar graphs.

COMPUTER SKILLS

To perform this job successfully, an employee must know Microsoft 365. and be able to gain knowledge of various vendor software solutions.

REASONING ABILITY

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

WORK ENVIRONMENT

The work environment characteristics described here represent those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable persons with disabilities to perform basic functions.

The noise level in the work environment is usually quiet but can occasionally become elevated and hectic.

POSITION TYPE AND EXPECTED HOURS OF WORK

This is an exempt position. Expected hours of work are 7:30 a.m. until 4:00 p.m. Monday through Friday, with scheduled monthly Board Meetings, which can last into the evening. Scheduled weekend event support is possible.

PHYSICAL DEMANDS

The physical demands described here are representative of those that an employee must meet to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable persons with disabilities to perform essential functions.

The Office Administrator must regularly lift and/or move up to ten pounds; frequently lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel and talk and hear. The employee is frequently required to stand; walk and reach with hands and arms. The employee is occasionally required to climb or balance; stoop, kneel, crouch, or crawl, and taste or smell.

TRAVEL

No business travel is required for this job.

OTHER DUTIES

Please note that 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.

Pueblo Diversified Industries is an Equal Opportunity Employer.

Please contact HR at HR@pdipueblo.org should you need any assistance with applying for the position. We look forward to hearing from you.