Administrative Service Supervisor

 

Summary

The Admin Services Supervisor will be a working supervisor who will support Anderson Trucking Service, Inc., and its affiliates in providing scanning/data entry, receptionist backup duties, mail and/or general clerical services on an as-needed basis. This role will serve as the primary point of contact for the Administrative team and ensure all duties are performed in a productive, proactive, and professional manner.  

Education and Experience

1. Associate degree in business, office administration, or related field, and/or a minimum of 2 years of equivalent experience in a customer-driven environment e.g., office administration.
2. A minimum of 2 years of supervisory experience required.
3. Experience in team building and collaboration with business leaders, 3rd parties, and internal staff.
4. Outstanding coordination, facilitation, consultation, and conflict resolution skills.
5. Able to foster a culture of transparency and a sense of purpose among the team and create clear accountabilities and metrics using positive and collaborative methods.
6. Must be detail-oriented and have a good understanding of administrative functions.
7. Must demonstrate a pleasant, helpful, and diplomatic manner, display sound judgment, and be able to make good decisions under pressure.
8. Must be proficient in responding to internal customer situations and needs as required.
9. Excellent organizational skills and ability to manage and prioritize workload in a fast-paced environment.
10. Strong planning and problem-solving skills; able to identify and resolve problems in a timely manner. 
11. Ability to maintain a high level of confidentiality.
12. Must be able to both think creatively and provide creative contributions to projects.
13. Must be able to demonstrate a proactive commitment to ATS corporate values and the success of all staff.
14. Proficient in Microsoft Office (Word, Excel, and Outlook) required.
15. Excellent communication skills (written, listening, and verbal).

Essential Duties and Responsibilities

1. Efficiently and accurately scan, index and quality check all company-related paperwork.
2. Enter alpha and numeric data, verify data accuracy, and correct keying errors.
3. Learns, understands, and schedules the backup reception duties to provide continuous coverage during breaks, lunches, absences, and extended hours.
4. Ensures staff proficiently answers all incoming calls, assisting callers, screening, and directing calls, and taking and distributing messages as needed.
5. Support ATS compliance by ensuring staff adhere to all company policies and front desk etiquette while greeting, signing in, and announcing visitors. 
6. Prioritizing daily tasks and resources to achieve goals, communicate priorities for team members, and minimize customer impact while escalating issues appropriately to the manager.
7. Provide ongoing training to new and current employees, providing constructive feedback, and coaching for improvement.
8. Serve as a point of escalation for internal questions. Make decisions based on department guidelines and involve leadership as necessary.
9. Respond to and resolve situations that are escalated (in the manager’s absence) and if necessary, gather initial facts and wait to work with the manager or other management.
10. Assist in providing effective employee performance management utilizing SMART goals, constructive feedback, coaching for improvement, and progressive discipline.
11. Collaborate with internal departments to troubleshoot and improve processes and procedures.
12. Assist management with the development of new processes.
13. Demonstrates, by their daily actions, ATS Mission, Vision, and Values in a consistent, effective, and reliable manner.
14. Support ATS’ culture by aligning actions, behaviors, performance, and decisions in accordance with the Company’s values as set forth in our All-Employee Competencies.
15. The position may require work responsibilities outside of normal business hours.
16. Performs other duties and responsibilities as assigned.

Physical Demands

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

This position performs work primarily in an office setting.

1. Constantly in a stationary position and occasionally will move around.
2. Constantly operates a keyboard and mouse and constantly utilizes a computer monitor(s).
3. Constantly conversing with internal and external customers in person or via phone system.
4. Infrequently lift to 25 lbs. when delivering mail.

Supervisory Responsibility

Carry out supervisory responsibilities under ATS’s policies and applicable laws.  Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.

 

EEO and Affirmative Action Statement

It is the policy of the ATS to provide for and promote equal employment opportunity in employment compensation and other terms and conditions of employment without discrimination based on age, race, creed, color, national origin, gender, sexual orientation, disability, marital status, Vietnam Era Veteran status, genetic predisposition, or carrier status.

The ATS designated person for issues concerning Affirmative Action/Equal Employment Opportunity is Director of Human Resources at 320-255-7400.

ATS is committed to assuring equal employment opportunity and equal access to services, programs and activities for individuals with disabilities. It is the policy of the ATS to provide reasonable accommodation to a qualified individual with a disability to enable such individual to perform the essential functions of the position for which he/she is applying or in which he/she is employed.

The policy applies to all employment practices and actions. It includes, but is not limited to, recruitment, job application process, examination and testing, hiring, training, disciplinary actions, rate of pay or other compensation, advancement, classification, transfer, reassignment and promotions.