Administrative Assistant III

Administrative Support

General Office Support/ Administration Provides administrative support to a manager and her/his team(s) or a facility; receives visitors, callers and incoming mail and refers to appropriate staff member or department or independently handles routine matters; uses software applications to prepare emails, correspondence, reports, presentations, agendas, meeting minutes, etc.; independently responds to routine correspondence and inquiries. Researches files, compiles and consolidates data and prepares special and periodic reports or inputs to special projects. Trains and administratively oversees work of less experienced colleagues, summer and temporary employees; serves as resource for day-to-day questions and problem solving in administrative arena. Maintains and updates all physical and electronic files and records; maintains and updates procedural documents, guides and manuals. Initiates the request for facility moves and repairs, greeting and providing vendor access to complete the move or repair. Tracks the move or repair form completion, helping vendors and personnel resolve related issues.

Accounting/Budget Support Serves as a primary liaison with the Finance Department; reviews time and attendance entries to ensure accuracy and compliance with policies, contractual provisions, basic wage and hour regulations; interfaces with Payroll staff to troubleshoot payroll and timekeeping problems for employees; executes payroll adjustments; collects and consolidates data to develop budget; tracks and reports on expenditures; monitors accounting reports and coordinates with Finance Department staff to resolve issues.

Personnel Administration Support Serves as primary liaison with the Human Resources department; initiates personnel action requests and requisitions on behalf of manager; coordinates/interfaces on recruiting/hiring actions; coordinates new employee onboarding activities, e.g., obtaining computer and security access; provides new employee orientation; assists employees with benefits issues; coordinates and tracks employee completion of training; coordinates notification and documentation of drug testing.

Purchasing/ Contracting Support Purchases a variety of supplies, services and equipment using purchasing cards and informal acquisition procedures; reconciles purchasing card statements; initiates purchase requisitions; coordinates with vendors to ensure on- time delivery of the best, most cost- effective materials and services; expedites all critical purchases as needed; tracks status of all purchase requisitions and purchase orders; coordinates with Sourcing and Contracts staff to ensure compliance with all corporate policies; administers service contract(s) for manager or facility.

Inventory/Supply Management Support Maintains supplies of items such as office supplies and other consumables. Conducts physical cycle counts and updates inventory records; maintains automatic reorder system for inventory; enters items and vendors into applicable inventory management systems.

IT/Database Management Support Coordinates with Information Technology and other staff in maintaining interfaces for various systems; enters data into various systems; performs database maintenance activities; provides expertise to other team members regarding functional user interface procedures and processes for software applications and systems.

Safety Program Support Supports safety program; arranges safety meetings; tracks and schedules training and medical appointments; assists with various safety initiatives; performs clerical duties on the safety committee. Supports the Personal Protective Equipment Program by tracking and verifying employees' balances.

Functional Competencies Intermediate knowledge of the structure and content of the English language, including the meaning and spelling of words, rules of composition and grammar. Intermediate knowledge of clerical/administrative procedures, requirements and techniques involved in carrying out the work of an organization. Intermediate skills in applying procedures and practices within the framework of established guidelines. Working knowledge of the company's budgeting procedures.

Required skills Must have MS Office Suite can train on other programs. High School Diploma or GED. This is supporting our line operations team but working side by side with our 2 Office Administrator with timekeeping, calendars, meeting notes and variety of other items. Daily routine of assisting with timekeeping and other task as needed and assigned. This role will work closely with our 2-office administrator assisting them with their day-to-day work. Must have skills: Detail Oriented, Communication Skills both orally and written, Problem Solving, Organizational skills, Strong work ethic, Learning /adaptability.