Office Assistant (Bern, KS)

Posted on March 10, 2025
by
Category - Jobs

JOB SUMMARY: The Office Assistant is responsible for assisting in a variety of administrative and clerical tasks. Duties include providing support to the HR Administrator, assisting in daily office needs.  

 

RESPONSIBILITIES

  1. Provide general support to employees, foreign and domestic
  2. Liaise with HR Administrator on TN program
  3. Help with new hire orientations and documents
  4. This role includes managing calendars, making travel arrangements, preparing reports, and handling information requests in Spanish and English
  5. Ideal candidates are proactive, diligent, and manage their tasks with a high level of accuracy
  6. Provide administrative support to executive staff
  7. Manage calendars, meetings, and event arrangements
  8. Prepare reports, memos, invoices, letters, and other documents
  9. Operating office equipment, such as fax machines, copiers, or phone systems
  10. Arranging for notification for repairs and maintenance on rentals
  11. Translate documents and facilitate communication for staff in designated languages
  12. Handle information requests
  13. Help with the safety program documentation
  14. Printing Safety manuals and Handbooks
  15. Help with new hire orientations and documents 
  16. Perform clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling safety meetings
  17. Transfer data from hard copy to digital databases (HBIU, Metafarms, Excel, etc.)

REQUIREMENTS

  1. High-level verbal and written communication skills
  2. Proven work experience as an office assistant or similar role
  3. Bilingual: Proficient in English and Spanish preferred but not required
  4. Excellent MS Office knowledge
  5. Outstanding organizational and time management skills
  6. Proficiency in MS Office (MS Excel and MS PowerPoint, Publisher, and Outlook in particular)
  7. Discretion and confidentiality
  8. Individual must be dedicated, goal-oriented, motivated, and able to work effectively as a team member
  9. Positive, friendly, and respectful demeanor at all times
  10. Regular, consistent attendance is required, with flexibility in hours a plus
  11. Keen observation skills to find and accomplish what needs to be done
  12. Working knowledge of office equipment

 

PHYSICAL REQUIREMENTS

  1. Ability to lift, move, or carry up to 50 pounds with reasonable accommodation
  2. Ability to sit, stand, walk, push, pull, bend, kneel, and squat for extended periods of time on varied surfaces, and capable of being on their feet for up to 10 hours a day

 

QUALIFICATIONS

  1. High School diploma or GED or an associate’s degree or administrative training
  2. Valid Driver’s License
  3. Would include smartphone capabilities such as texting, using internet, running apps such as translator apps, and other features such as multimedia in designated language
  4. Must be able to adapt and learn quickly on the job
  5. Must be able to prioritize and keep on task with limited direct supervision

HBI reserves the right to make any necessary changes to this job description and to request that the Office Assistant perform additional duties as the need arises. These additional requests will be reasonable and respectful of the Office Assistant’s time.