Lead - Administrative Assistant

Job Description:

POSITION SUMMARY:

This position supports the daily operations of the Production Center Office by coordinating administrative functions, billing, inventory tracking, and store support for retreading and powder coating operations. The role provides day-to-day leadership, training, and guidance to Office Assistants while ensuring accurate billing, efficient workflow, and timely resolution of store inquiries. Working closely with management, this position helps maintain operational efficiency, accuracy, and a high level of customer service across all supported locations.

PRIMARY RESPONSIBILITIES/FUNCTIONS

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions/primary responsibilities.

30% - Lead - Support Management in responsibly overseeing, directing, and delegating work performed by Office Assistant

• Assist with daily workload, workforce planning and assignment of responsibilities and significant overall job duties based on individualized assessment and judgment regarding employee skills and qualifications
• Make adjustments to assignments
• Provide training and monitor all work performed by Office Assistant to ensure work is performed correctly
• Provide feedback and observations on performance and make effective recommendations for improvements to Manager

20% - Store Assistance/Support

• Sell AJ Casings - take orders, research and determine inventory availability, and arrange for shipment to the store
• Ensure AJ purchase orders contain the correct size and tread design
• Assist stores with drop ships and vias
• Investigate and track down missing retreads and powder coat items
• Provide information related to pricing, application and other technical issues related to retreading
• Assist stores with pricing and finding correct sku numbers

20% - Accounting

• Run daily billing for Prineville truck, giant tire and powder coating operations
• Handle billing for Spokane and Rupert More Mile shops
• Issue credits for stock casings and assist stores with locating adjustments and casing credits
• Maintain petty cash and perform monthly reconciliation

20% - Operations

• Daily monitoring of production tracking system to ensure product at all locations is moving through the system properly
• Work with stores to determine how casings not meeting our AJ criteria should be handled (determine whether to recap)
• Take pictures of reject Circle P casings and communicate with stores not receiving credit
• Check aging report and ensure tires are billed correctly or deleted as needed

10% - General Office Duties

• Assist management staff with regular duties necessary to maintain the Production office, including but not limited to: computer work, data and copying, faxing, scanning, emailing, etc
• Assist management staff in completing tasks and/or duties, as assigned. Including but not limited to: scheduling meetings, company calendars, photocopying, special projects, etc.

MINIMUM EDUCATION & SKILLS REQUIRED

Educational/Experience Requirements:

• At least 5 years prior office/administrative experience

Required Technical Skills/Knowledge:

• Knowledge of all production center operations
• Advanced phone skills to work multi-line phone system
• Intermediate computer skills

General Knowledge and Abilities:

• Communication: The ability to communicate information clearly and politely (both verbally and in writing) while ensuring that the quality and content of the message are relevant to the circumstances. This includes the ability to accurately record information on work orders and forms. This also includes the ability and willingness to carefully listen to others by asking appropriate questions and avoiding interruptions
• Confidentiality: Ability to work confidently, effectively and with discretion with all proprietary information
• Customer Service: Excellent phone and people skills to support inquiries
• Initiative: Self motivated and able to work with minimal supervision
• Multitasking: The ability to perform two or more tasks simultaneously or to shift back and forth between two or more activities or sources of information without difficulty
• Organization: Ability to manage work assignments through prioritization, paying attention to detail, and optimal time management
• Safety: Maintain a safe working environment by monitoring the work area for safety hazards; monitoring, identifying, and correcting unsafe work procedures or conditions; reporting safety issues to next-level management or safety committee; participating on safety committees and/or attending safety meetings; and following Company policies and hazardous energy and materials procedures, and reporting violations
• Teamwork: The ability to establish and maintain rapport, interact comfortably, and work well with co-workers. This includes cooperating, being supportive of others, willingly helping others, considering others’ ideas and opinions, sharing information, giving proper credit, and fulfilling team responsibilities

Physical Requirements:

Ability to remain in a stationary position at least 75% of the time. This is largely a sedentary role requiring typing, use of phone, manual dexterity and fine motor skills for writing and operating office equipment; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand as necessary. While performing the duties of this job, the employee is regularly required to talk or hear. Specific vision abilities required by this job include close vision, distance vision, color vision, and ability to adjust focus.

Work Environment:

Primarily inside activities; not substantially exposed to adverse environmental conditions or changes in temperature. This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

This job description is not all inclusive and is subject to change. Additional duties, responsibilities, and tasks may be assigned, as necessary. Employment remains “AT WILL” at all times.