Position Title: Administrative Assistant

FLSA Status: Non-Exempt

Reports to: HR & Finance Manager

Purpose: Administrative Assistant provides clerical support to the owners and managers of NRL.

Primary Responsibilities:

• Answer phone calls in a pleasant, professional manner and direct incoming calls to the appropriate personnel
• Greet, assist, and log guests into ITAR-compliant log in a pleasant, professional manner and alert the appropriate personnel that their guests have arrived
• Distribute mail when it arrives to the appropriate personnel
• Create, distribute, and add up timecards every week
• Perform accounts payable responsibilities in a timely fashion
  • Process vendor invoices with receiving documentation or receipts in accordance with NRL finance procedures. Post invoices into NRL management software system and file posted invoices
  • Process checks for signature when directed by the Finance Manager
  • Collect any information needed to solve any problems associated with accounts payable
  • Prepare the monthly credit card spreadsheet by matching up receipts to statements and coding purchases by GL code into an excel spreadsheet
• Assist the Quality Assurance Department with creating inspection sheets, monthly calibrations, checking and scanning in certs, creating bubble prints, entering and managing the scrap report, and other clerical tasks as needed
• Assist the Production Manager with entering and scanning in sales orders, pulling closed folders, and other clerical tasks as needed
• Assist the Regulatory and Training Manager with verifying purchased product’s compliance to customer regulations
• Assist other departments (Purchasing, Shipping, etc.) as needed

Supervisory Responsibilities: This position does not have any supervisory responsibilities.

Physical Demands and Work Environment:

The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the primary responsibilities of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is in an office setting most of the time but may be required to walk onto shop floor to speak to other employees. The employee is required to sit for long periods of time, stand, use hands to operate, finger, handle, or feel; talk, hear and reach with hands and arms. The employee must occasionally walk and lift and/or move items less than 35 pounds. Must have visual acuity that is good enough to perform tasks in a safe and productive manner. Employee is subject to the same conditions as other employees working in our machine shop environment and therefore needs to be aware of the fact that they may need safety glasses and/or other protective equipment when they go out into the shop.

AAP/EEO Statement:
NRL & Associates, Inc. provides equal employment opportunity to all individuals regardless of their race, color, creed, religion, gender, age, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by state, federal, or local law. Further, the company takes affirmative action to ensure that employees are treated during employment without regard to any of these characteristics. Discrimination of any type will not be tolerated.

Job Specifications:

• High school diploma or equivalent
• Basic reading and math skills
• Must be organized and have attention to detail
• Must be a self-starter and a problem solver
• Ability to communicate in a pleasant, professional manner
• Ability to learn, understand, and use NRL’s management software system

Training Requirements:

This job requires job related training, which is specific to and provided in-house by NRL & Associates, Inc. The required training can be referenced in the Training Requirements spreadsheet.

Other Duties:
Please note this job description is not designed to cover or contain a comprehensive list 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.

Employee’s signature below constitutes employee's understanding of the purpose, responsibilities, and demands of the position.