JOB TITLE: Administrative Assistant / Oil City, PA
EMPLOYMENT CLASSIFICATION: Full-Time (Monday - Friday)
EMPLOYER: SMS group - Oil City, PA
DEPARTMENT: Operations
REPORTS TO: Accounting Manager
EFFECTIVE DATE: 5/27/2025
SUMMARY: The Administrative Assistant is responsible for providing administrative support to ensure efficient operation of the office. Strong organizational skills, attention to detail, and proficiency in office software are essential for this position. The ideal candidate should be able to work independently, prioritize tasks effectively, and communicate professionally with staff and external partners.
DUTIES AND RESPONSIBILITIES: - Handle incoming telephone calls, ensuring prompt and professional responses to inquiries and directing calls to appropriate personnel.
- Responsible for receiving all packing slips, freight, adding parts into inspection, monthly reoccurring invoices, stand-alone receipts - moving parts into customer owned inventory
- Review and verify all received packing slips, ensuring accuracy and completeness, and maintain an audit trail for tracking purposes
- Generate inspection reports and ensure the inspection folder is updated with the latest information
- Distribute inventory sheets pertaining to customer-owned items
- Input nickel sheet data into the system, organize and maintain files, and issue them as required.
- Organize and file all routers, invoiced folders, and perform additional filing tasks as needed throughout the office
- Order copier supplies. Set up appointments when copiers need fixed
- Initiate EXP and PMR jobs and distribute relevant sheets on a quarterly basis
- Attend weekly safety meetings and update the corresponding files accordingly
- Performs other related duties as assigned or requested
SUPERVISORY RESPONSIBILITIES: QUALIFICATIONS: - High school diploma or general education degree (GED), or one to three years related experience and/or training, or equivalent combination of education and experience required
- Ability to define problems, collect data, establish facts and draw valid conclusions.
- Computer Skills: Microsoft Office, Teams, etc.