Talent.com
Administrative Assistant 3
Administrative Assistant 3JSG (Johnson Service Group, Inc.) • Calera, AL, US
No longer accepting applications
Administrative Assistant 3

Administrative Assistant 3

JSG (Johnson Service Group, Inc.) • Calera, AL, US
3 days ago
Job type
  • Full-time
Job description

Job Description

  • Johnson Service Group (JSG) is a nationally recognized professional staffing and recruiting firm that is looking for an experienced Administrative Assistant to fill a three- year contractassignment in Calera, Alabama.

Date : 11 / 14 / 2025

Job Title : Administrative Assistant

Work Location : Calera, AL

Requirements

  • The position will be supporting the Lab and Field Services groups in Environmental Affairs. This may require some driving to run errands and attend meetings. Additionally, the position may need to enter some of the lab areas, which may require safety glasses and PPE, as needed.

    • Job Summary :

  • We are seeking a highly organized and experienced Administrative Assistant to support approximately 70 employees, as well as supplemental workers, in the Environmental Affairs Lab and Field Services. This role reports directly to the General Manager (GM) and is crucial for ensuring smooth operations within the department.

    • Background :

  • This position is the only administrative role supporting approximately 70 employees, as well as supplemental workers, in the EA Lab and Field Services and reports directly to the General Manager (GM). The position provides administrative support related to timekeeping, travel, expenses, calendar management for GM, planning meetings and events, and miscellaneous department requests for supplies and support.
  • The Administrative Assistant performs critical accounting functions such as tracking contracts, initiating PR / POs, and processing invoices for payments, which require proficiency in Oracle and Maximo systems. The nature of the Environmental Affairs budget also requires this position to assist with accounting responsibilities.
  • The position is a key point of contact and handles many customer needs, including interacting with customers who deliver time-sensitive samples to the lab. The role helps direct customers to the right project manager for sample processing. Moreover, coordinating various maintenance and repair requests and addressing safety concerns with the Facilities Services Organization are essential job functions.

    • Education :

  • Bachelor's degree preferred, and administrative assistant certifications appreciated.

    • Experience :

  • At least 5-10 years of experience providing expert-level administrative support. Previous experience as an administrative assistant with a strong track record of performance is highly preferred.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software is required.
  • Demonstrated experience and proficiency with Enterprise Foundation systems including Oracle, Maximo, Timekeeping, and PaySOurce are highly preferred.
  • Ability to manage calendars, schedules, and appointments independently.
  • Experience in organizing high-profile meetings, conferences, and events, including logistics, agendas, and follow-up actions.
  • Strong communication and interpersonal skills to interact effectively with diverse stakeholders.
  • Ability to handle highly sensitive and confidential information with discretion and professionalism.
  • Experience in budget management, expense tracking, invoicing and financial reporting.

    • Key responsibilities :

  • Provide expert-level administrative support related to timekeeping, travel, expenses, and calendar management for the General Manager. Additionally, provide support to employees related to these administrative responsibilities.
  • Lead the coordination, organization and planning of high-profile meetings, conferences, and events, including all logistics, agendas, and follow-up actions.
  • Perform critical accounting functions such as tracking contracts, initiating Purchase Requisitions (PRs) and Purchase Orders (POs), processing invoices for payments, and completing lab and field billing. These tasks require proficiency in Oracle and Maximo systems.
  • Strong attention to detail is required to provide effective administrative support, as well as accurate information and reporting.
  • Conduct research to gather and analyze data and compile comprehensive reports to support strategic decision-making and planning. Assist with budget tracking, expense tracking, and financial reporting, ensuring accuracy and compliance with company policies.
  • Demonstrate a safety-first mindset and wear appropriate personal protective equipment (PPE), when needed.
  • Provide exceptional customer service and act as a key point of contact for customer needs and stakeholders. This includes interacting with and assisting customers who deliver time-sensitive samples to the lab.
  • Demonstrate strong communication and interpersonal skills, with the ability to interact effectively with a diverse group of employees and stakeholders.
  • Prepare, edit, and review complex documents, reports, presentations, and correspondence, demonstrating an advanced level of proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
  • Coordinate various maintenance and repair requests and address safety concerns with the Facilities Services Organization.
  • Handle highly sensitive and confidential information with utmost discretion and professionalism, always maintaining a high level of confidentiality.
  • Provide miscellaneous department requests for supplies and support. Routinely order supplies needed to maintain effective operations.

    • Accounting and Budgeting Responsibilities :

  • Ability to create Purchase Requisitions (PRs) in Maximo and manage Purchase Orders (POs) in Maximo; ability to code non-PO invoices and submit to approver in Oracle.
  • Experience processing and tracking invoices in Oracle. Ability to receive e-mail requests with invoices from requestors and submit invoices to Accounts Payable (AP) for payment, including both PO invoices and non-PO invoices (~50 per month).
  • Ability to learn procurement and payment procedures, log invoices submitted to Accounts Payable (AP) into spreadsheet, and track status through being paid.
  • Demonstrate adaptability to learn accounting system (e.g., POETs), look up POs and contracts in Maximo, look up invoices and determine status in Oracle; understand invoice holds process and work with company to release or resolve holds.

    • This position requires driving (excluding commute)

    This position requires personal protective equipment

    This position may require some bending, lifting, climbing, prolonged sitting, prolonged walking, walking on gravel or crawling when necessary.

    JSG offers medical, dental, vision, life insurance options, short-term disability, 401(k), weekly pay, and more. Johnson Service Group (JSG) is an Equal Opportunity Employer. JSG provides equal employment opportunities to all applicants and employees without regard to race, color, religion, sex, age, sexual orientation, gender identity, national origin, disability, marital status, protected veteran status, or any other characteristic protected by law.

    #D650

    Create a job alert for this search

    Administrative Assistant • Calera, AL, US

    Related jobs
    Assistant Superintendent

    Assistant Superintendent

    Alabama State Department of Education • Pelham, AL, US
    Temporary
    Pelham Parkway, Pelham, AL 35124.Note : The Assistant Superintendent is a key leadership position within Pelham City Schools, responsible for directing a major functional area of the school system a...Show more
    Last updated: 20 hours ago • Promoted • New!
    Sanitation Worker

    Sanitation Worker

    Staffmark Group • Calera, AL, United States
    Full-time
    Staffmark has a Sanitation Worker position available for a trusted, local company in Calera, AL.No experience is necessary. training will be provided! Keep reading to get your new career started to...Show more
    Last updated: 30+ days ago • Promoted
    Veterinary Assistant

    Veterinary Assistant

    Banfield • Alabaster, AL, United States
    Full-time +1
    If you are a current associate, you will need to apply through our internal career site.Please log into Workday and click on the Jobs Hub app or search for Browse Jobs. Veterinary Assistant Careers ...Show more
    Last updated: 30+ days ago • Promoted
    Correctional Officer Trainee -Staton

    Correctional Officer Trainee -Staton

    Alabama Department of Corrections • Elmore, AL, United States
    Full-time
    Serve your community at Staton CF as a Correctional Officer Trainee.Full benefits, paid training, and a career that makes a difference. Join Alabama DOC and apply today in Elmore, AL.PLUS earn up to...Show more
    Last updated: 30+ days ago • Promoted
    Assistant Manager II

    Assistant Manager II

    Alabama Staffing • Bessemer, AL, US
    Full-time
    We're seeking an Assistant Store Manager to join our team to help with store operations, customer service, and team development. Duties include, but are not limited to, the following : .Assist with st...Show more
    Last updated: 22 days ago • Promoted
    Director of Rooms Operations

    Director of Rooms Operations

    Pursell Farms • Sylacauga, AL, United States
    Full-time
    Title : Director of Rooms Operations.The Director of Rooms Operations oversees the Front Office, Housekeeping, Laundry, and Guest Services to deliver an exceptional and seamless guest experience fro...Show more
    Last updated: 1 day ago • Promoted
    Medical Assistant

    Medical Assistant

    Cahaba Medical Care • Fairfield, AL, United States
    Full-time
    Background : Cahaba Medical Care Foundation is a community health center organization providing medical, pharmacy, dental, and behavioral health services to diverse underserved communities in Jeffer...Show more
    Last updated: 18 days ago • Promoted
    Senior Specialist, Operations OSD

    Senior Specialist, Operations OSD

    XPO • Bessemer, AL, US
    Full-time
    What you’ll need to succeed as an Operations Specialist for Over, Short and Damage at XPO.Strong critical thinking and planning ability, the flexibility to work in a fast-paced environment and abil...Show more
    Last updated: 3 hours ago • Promoted • New!
    Doctor's Assistant

    Doctor's Assistant

    Eye Care Partners • Vestavia Hills, Alabama, United States
    Full-time
    EyeCare Partners is the nation's leading provider of clinically integrated eye care.Our national network of over 300 ophthalmologists and 700 optometrists provides a lifetime of care to our patient...Show more
    Last updated: 3 days ago • Promoted
    Tax Preparer Assistant- Franchise Location

    Tax Preparer Assistant- Franchise Location

    H&R Block • Woodstock, AL, US
    Full-time
    As you inspire people to make confident, informed decisions about their lives, careers, and money, youll build client relationships that will grow stronger every year. Assist with the beginning of t...Show more
    Last updated: 18 days ago • Promoted
    Assistant Manager II

    Assistant Manager II

    Family Dollar • Bessemer, AL, US
    Full-time
    We're seeking an Assistant Store Manager to join our team to help with store operations, customer service, and team development. Duties include, but are not limited to, the following : .Assist with st...Show more
    Last updated: 30+ days ago • Promoted
    Work from Home

    Work from Home

    HomeJobFinder • Oak Grove, AL
    Remote
    Full-time
    Remote Opportunity : Link Posting Marketing Rep (No Experience Needed!) Are you self-driven, reliable, and ready to earn from anywhere? We’re looking for motivated individuals to jo...Show more
    Last updated: 30+ days ago • Promoted
    Medical Assistant Float

    Medical Assistant Float

    Community Health Systems • Vestavia Hills, AL, United States
    Full-time
    The Medical Assistant supports patient care by performing clinical and administrative tasks under the supervision of a medical provider. This role assists with medical procedures, maintains exam roo...Show more
    Last updated: 4 days ago • Promoted
    HR Assistant

    HR Assistant

    Wind Creek Hospitality • Wetumpka, AL, US
    Full-time
    Job Overview : 8am-4 : 30pm (Shift subject to change based on business needs).The Human Resources Assistant is an administrative position within the Human Resources department.The primary focus of thi...Show more
    Last updated: 7 days ago
    Assistant Rural Carrier (ARC)

    Assistant Rural Carrier (ARC)

    United States Postal Service (USPS) • DEATSVILLE, Alabama, United States, 36022
    Part-time
    The Assistant Rural Carrier (ARC) is a key role within the postal service responsible for assisting in the delivery of mail to rural areas. This position is crucial in ensuring that residents living...Show more
    Last updated: 30+ days ago
    IRL Tech II or III

    IRL Tech II or III

    KA Recruiting Inc. • Calera, AL, US
    Full-time
    Need a new job? I've got great news for you.Shift : 2nd 4 : 00pm - 2 : 00am 8on / 6off.Full, comprehensive benefits package (PTO, health insurance, life insurance, 401k, etc).ASCP certification (...Show more
    Last updated: 30+ days ago • Promoted
    Travel Physical Therapist in Valley Grande, AL - $8933 / month

    Travel Physical Therapist in Valley Grande, AL - $8933 / month

    Vetted • Valley Grande, AL, US
    Temporary
    Job Opportunity : Physical Therapist\n\nPosition Details\nSpecialty : Physical Therapist\nLocation : Selma, Alabama\nFacility : Cross Country Healthcare\nEmployment Type : Temporary\nContract Length : 13...Show more
    Last updated: 9 hours ago • Promoted • New!
    Flexible Online Opportunity - Discover & Review Work-from-Home Gigs

    Flexible Online Opportunity - Discover & Review Work-from-Home Gigs

    Finance Buzz • Calera, Alabama, US
    Remote
    Temporary
    Looking for extra income but not sure where to start? We’re hiring people to explore and review online side hustles listed by FinanceBuzz. No experience needed – just a willingness to try out differ...Show more
    Last updated: 30+ days ago • Promoted