Administrative Assistant

Department: Administration

Employment Type: Full Time

Location: Coffeyville, Kansas

Compensation: $18.00 - $20.00 / hour

Description

Administrative Assistant

$18.00 - $20.00/Hourly

Workplace Type: Onsite

Schedule: Mon - Fri; 6:00 AM - 2:30 PM
 
Who We Are

With over fifty years of experience in the transformer services industry, Emerald Transformer is the premier solution for electrical equipment. Emerald provides a wide range of transformer services including remanufactured transformer stock, repairs, decommission, field technical services, parts, PCB disposal and recycling. Our national network of factories and service centers are strategically located to serve our broad and diverse customer base.

Emerald is committed to extending the life cycle of our customers’ equipment and protecting their capital investment. We partner with our customers to exceed their expectations by delivering valuable solutions. Emerald strives to have the lowest repair failure rate in the industry. We ensure the proper handling of any type of hazardous material in compliance with all federal and state environmental regulations.

Why work at Emerald?

When Emerald Transformer hires someone, we aren’t just bringing a new employee on board.  We take our time to make sure we’re surrounding ourselves with those who share our core values and our devotion to quality, dependability, and environmental consciousness. We wouldn’t be where we are today without our Emerald team, and we’re thankful for each person who’s chosen to be a part of our journey as a company.

At Emerald Transformer, our employees are our lifeblood. They are the foundation of our business, so we provide employee benefits they can count on.

• Benefits: Your choice of three different medical insurance programs in addition to, life, vision, and dental insurance, a tuition reimbursement program, and a competitive 401K match incentive and vesting timeline. Our a-la-carte structure allows you to pick the best package for your needs.
• A 2nd Chance: Here at Emerald, we believe in second chances. That is why we accept and consider qualified applicants with criminal histories in a manner consistent with federal and local laws.  We are committed to 2nd chance hiring! Only by working together can we create a better future.
• Supplemental Insurance: In addition to our standard plans, we offer tele-medicine, long-term and short-term disability coverage as well as legal services.
• Paid Weekly: All hourly team members are paid weekly!
• Paid Time Off: Emerald Transformer employees receive vacation and sick pay annually.
• Career Pathing: We are growing and promote from within.

We’ve surrounded ourselves with a passionate team, determined to reach that same goal. We’ve been in business for over 50 years, and every day, we’re looking for new and more innovative ways to provide better service to our customers and grow our business. 

Key Responsibilities

Job Summary

The Administrative Assistant provides comprehensive administrative, clerical, and accounting support to the office and General Manager to ensure efficient daily operations. This role is responsible for coordinating communications, preparing reports and correspondence, supporting customer order processing, and assisting with accounts receivable and collection activities. The position requires strong organizational skills, professionalism in customer and vendor interactions, and the ability to manage multiple priorities in a fast‑paced office environment.
Core Responsibilities 

• Provide general administrative and clerical support to the office and General Manager, including document preparation, correspondence, and record maintenance.
• Prepare reports, memoranda, transcriptions, letters, and routine correspondence, including research and compilation of requested information.
• Support customer reporting and order processing activities, ensuring accuracy and timely completion.
• Prepare, review, and distribute internal communications such as reports, order status updates, and information requests upon approval.
• Answer and route incoming telephone calls, take accurate messages, and ensure professional, courteous interactions with customers, vendors, and internal associates.
• Perform accounts receivable support functions, including invoicing assistance, customer account follow‑up, and collection calls as assigned.
• Assist with basic accounting and financial administrative tasks, including tracking payments, reconciling records, and supporting financial reporting needs.
• Sort, distribute, and manage incoming and outgoing mail, including departmental mail distribution and pickup.
• Operate office equipment such as copiers, fax machines, phones, and computer systems to support daily office needs.
• Provide general administrative support to departments as needed and perform other job‑related duties as assigned.

Skills Knowledge and Expertise

The ideal candidate will embody the following characteristics and possess the knowledge, skills and abilities listed below: 

• Honest, trustworthy, reliable, and hardworking.
• High School Diploma required; Associate’s Degree preferred.
• Previous administrative or office support experience preferred.
• Experience supporting accounting, accounts receivable, or collections activities preferred.
• Working knowledge of accounts receivable processes, customer invoicing, and collection support.
• Proficiency in Microsoft Office Suite, including Outlook, Word, and Excel.
• Ability to accurately prepare and analyze basic reports and data.
• Demonstrated ability to manage multiple tasks, priorities, and details simultaneously.
• Strong organizational, time‑management, and problem‑solving skills.
• Excellent verbal and written communication skills.
• Professional demeanor with tact, diplomacy, and courtesy when interacting with customers, vendors, and internal associates.
• Ability to work independently and collaboratively in a team‑oriented office environment.

Equal Opportunity Employer

Emerald Transformer is an equal opportunity employer providing equal employment opportunities to applicants and employees without regard to race, color, creed, sex, gender, sexual orientation, gender identity or expression, religion, age, national origin, ancestry, physical or mental disability (including pregnancy), uniform service, veteran status, marital status, medical condition including genetic characteristics, or any other category protected by federal, state, or local law.