{"id":1933979,"url":"https://alion.io/job/bay-state-milling-administrative-assistant","title":"Administrative Assistant","company":{"id":3854062,"name":"Bay State Milling","domain":"baystatemilling.com","url":"https://alion.io/company/bay-state-milling","size_band":"501-1000","is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"UltiPro","truth_index":{"grade":"A","score":88,"open_postings":10,"ghost_share":0.2,"stale_share":0,"repost_share":0,"time_to_fill_p50_days":52,"computed_at":"2026-10-20T05:45:00Z"}},"role":"Administrative","role_family":"Administrative","seniority":"junior","employment_type":"full_time","work_mode":"on_site","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["Tolleson, United States"],"countries":["US"],"hiring_countries":[],"hiring_countries_total":0,"salary":null,"salary_estimate":{"min_usd":35000,"max_usd":62000,"period":"year","method":"role_seniority_country_remote_cell","sample_n":4005},"experience_years_min":2,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[],"status":"live","first_seen_at":"2026-10-05T22:08:15Z","employer_posted_date":"2026-10-05","last_verified_at":"2026-10-20T21:45:10Z","board_verified":true,"closed_at":null,"days_open":15,"trust":{"level":"ok","repost_count":0,"flags":["company_stale"],"days_open":14},"description":"SUMMARY\nThis position is responsible for working directly with Operations, Outside Vendors and Inside Sales. Analyze and organize office operations and procedures such as invoicing, data entry, order taking, order entry, bookkeeping, flow of correspondence, filing, requisition of supplies, perpetual inventory functions and other clerical services. They also assist in all phases of monthly and year end inventories. In addition, this position will provide customers/vendors and employees with exemplary service by accurately processing invoices, responding timely and accurately to company and employee requests.\nESSENTIAL DUTIES AND RESPONSIBILITIESinclude the following. Other duties may be assigned.\nAdministrative & Accounts Payable:\nAnswer incoming phone calls, both vendor & customer.\nProcess incoming and outgoing mail, UPS and other delivery / shipping systems.\nRegister all visitors, vendors and contractors into the company computer log. Issue and maintain records of security badges for employees, visitors, vendors and contractors.\nBe an on-site liaison for Human Resources, ensuring new hire paperwork and benefit enrollments are complete, maintain employee badge system, etc.\nCorrelation of purchase orders to be distributed to appropriate personnel for processing; purchase order receipts and journal entry for all log inventories. Manage the Plant Purchasing Cards. Responsible for their use and reconciliation of said receipts.\nComplete report receiving of invoices / purchase orders and forwards to Plant Manager for approval and signature.\nDistribute purchase orders to Accounts Payable at Corporate Headquarters.\nCapital project PO's\nMaintain and order all supplies for office and Department mangers as needed.\nLog inter-mill, other miller’s flour and ingredient receipts; inventory transaction journal/updates; stock status and period valuation reports. \nProvide customers with purchase order or release numbers on their invoices or any other information they may need, to pay them promptly.\nAssist with HR employee onboarding administrative duties as needed\nAssist and coordinate employee & plant events \nMaintain office and clerical duties as assigned\n Work closely with vendor and customers weekly \nGreet and sign in visitors and vendors\nQUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.\nEDUCATION and EXPERIENCE\nAssociate’s degree (A.A.) or equivalent from a two-year college or technical school or a minimum of two or more years related experience and training; or equivalent combination of education and experience. On going training to enhance position as it relates to department is required.\nLANGUAGE SKILLS\nAbility to write reports and business correspondence. Ability to effectively communicate information and respond to questions from employees and customers, and to interact with managers. Ability to communicate in Spanish is a plus.\nREASONING ABILITY\nAbility to apply commonsense understanding to carry out detailed and sometimes involved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.\nOTHER SKILLS & ABILITIES\nMust be able to type with ability to utilize computer programs including word processing, Excel, Access, and DBC. Must be detail oriented. The position requires the need to function in a team environment and interact with all levels of the organization.\nPHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.\nWhile performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel objects, tools, or controls; and talk or hear. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus.\nWORK ENVIRONMENTThe work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.\nWhile performing the duties of this job, the employee is generally exposed to a non-manufacturing, office type environment and not subject to noise, dust, industrial type machinery.\nFOOD AND SAFETY /SECURITY REQUIREMENTS\nThe Company is committed to producing and delivering defect free products that are in compliance with all applicable legal and regulatory requirements and are of the highest levels of food safety, quality and productivity. To ensure this, all employees are required to be trained on and adhere to the FDA Current Good Manufacturing Policies as set forth by the Company as they pertain to personnel practices, equipment and facilities. It is also vital that all employees be aware of their work environment and prevent any accidental or intentional adulteration of the products produced at the facility.","description_format":"text","description_chars":5351,"description_truncated":false,"requirements":{"experience_years_min":2,"management_years_min":null,"team_size_min":null,"manages_managers":false,"education":{"level":"associate","optional":false},"security_clearance":false,"languages":[{"language":"Spanish","level":"Upper-Intermediate (B2)","optional":true}]},"benefits":[],"hiring_locations":[],"hiring_excludes":[],"relocation_offered":false,"industries":[],"lifecycle":[{"event":"open","at":"2026-10-05T22:55:50Z"}],"visa":[{"country":"US","licensed_sponsor":true,"evidence":"H-1B filings in 12 months: 2","filings_12m":2,"filings_prev_12m":1,"green_card_filings_12m":0,"median_offered_wage_usd":87500,"route":null,"cap_exempt":false,"checked_at":"2026-10-15T11:24:14+00:00","sources":["US Department of Labor: LCA disclosure data (H-1B, H-1B1, E-3)"],"filings_for_role_12m":0}],"liveness":{"score":86,"band":"hot","label":"Hiring now","p_open":1,"p_active":0.86,"p_room":1,"age_days":14,"expected_fill_days":52,"reasons":["conf:1","win:early","comp:junior"],"computed_at":"2026-10-20T05:45:00Z"},"pay":null,"html_url":"https://alion.io/job/bay-state-milling-administrative-assistant","json_url":"https://alion.io/job/bay-state-milling-administrative-assistant.json","meta":{"generated_at":"2026-10-21T00:59:58Z","cache_seconds":300,"methodology":"https://alion.io/methodology","terms":"https://alion.io/terms","contact":"https://alion.io/contact","api":"https://alion.io/developers","about":"Alion is a live layer of people, companies and AI agents: who they are, whether they are real and active right now, what they do and how to work with them, readable by people and by agents and paid per call.","catalog":"https://alion.io/catalog.json","usage":{"tier":"crawler_verified","counted_by":"address","units_charged":1,"used_today":1534,"day_limit":null,"remaining_today":null,"minute_limit":300,"resets_at":"2026-10-22T00:00:00Z"}},"offers":[{"id":"company.slices","title":"One company in depth, by slice","status":"live","price":{"credits":0.02,"usd":0.002,"plus_per_slice":{"credits":0.05,"usd":0.005}},"unit":"per company, plus each slice with data","note":"the employer in depth","call":{"mcp_tool":"get_company","arguments":{"id":3854062},"rest":"https://alion.io/mcp/rest/get_company?id=3854062"},"human":"https://alion.io/catalog?offer=company.slices&for=job%2Fbay-state-milling-administrative-assistant"},{"id":"market.stats","title":"A market slice: pay, demand and time to fill","status":"live","price":{"credits":1,"usd":0.1},"unit":"per slice","note":"pay, demand and time to fill for this role and place","call":{"mcp_tool":"market_stats"},"human":"https://alion.io/catalog?offer=market.stats&for=job%2Fbay-state-milling-administrative-assistant"},{"id":"job.search","title":"Open jobs by role, technology, place, pay and visa","status":"live","price":{"credits":0.02,"usd":0.002},"unit":"per posting in a list","note":"similar open postings","call":{"mcp_tool":"search_jobs"},"human":"https://alion.io/catalog?offer=job.search&for=job%2Fbay-state-milling-administrative-assistant"},{"id":"company.verify","title":"Is this company real and active right now","status":"pilot","price":null,"unit":"per company","request":{"url":"https://alion.io/catalog/request","method":"POST","body":"{\"offer\": \"company.verify\", \"for\": \"job/bay-state-milling-administrative-assistant\", \"note\": \"what you need it for\"}"},"human":"https://alion.io/catalog?offer=company.verify&for=job%2Fbay-state-milling-administrative-assistant"}]}