Administrative Support Specialist

Administrative Support Specialist (Administrative)

Position:
Administrative Support Specialist
Department:
Administration

Reports To:

H.R.
Classification:
Hourly
Direct Reports:
None
Compensation Range: $24.00-$28.00/hourly

The mission at Prairie Restorations, Inc. (PRI) is, "To produce and provide the most ecologically appropriate plants, products and services possible to restore and manage native plant communities." In accordance with Prairie Restorations philosophy, all team members work together sharing a common goal of a successful, profitable, and innovative company. All team members are to be role models of our Core Values.

• Growing together with positive perseverance
• Passion to do right by nature.
• Integrity and respect for all.

This job description identifies areas of accountability. This is not an all-inclusive list of duties; these are primary responsibilities.

This position will mainly support the office administrative team and the leadership team with record keeping and other administrative functions. Additionally, there will be office duties which include management of office land line phone system, management of cell phones and cell phone account, and maintaining Princeton Service's office supplies through the ordering process. This position will also provide administrative support to the Princeton Services department.

• High School Diploma or equivalent
• Proficient in computer software such as Microsoft Office Suite
• Strong Verbal and Written Communication Skills
• Ability to become a Certified Notary

• Oversee and ensure that corporate administrative processes are in place and used consistently.
• Work closely with the Human Resources team.
• Manage office landline phone system, updating user information and extensions as needed.
• Manage cell phones, updating user information and keeping track of phones.
• Maintain Certificate of Insurance updated annually.
• Monitor and order office business supplies for Princeton Services.
• Assist with meeting and event coordination.
• Manage ISNET records.
• Collect and format information sent for employee newsletters.
• Scan and copy confidential employee information with discretion.
• Other duties as assigned.

• Enter quotes created by Manager.
• Build in latest sales orders.
• Allocate services to designated projects.
• Create invoices for service projects.
• Provide Site Manager or Assistant Site Manager with weekly secured work details as requested.
• Act as a point of contact for site employees needing assistance with K‑Pay, Microsoft Office, and purchase orders.
• Ensure DOT and Herbicide Licensing requirements are current and maintained.
• Receive purchase requests after approval from Site Manager. Collect receipts from purchases and submit them to corporate office.
• Reconcile gas card purchases, attach receipts, and submit to Accounts Payable monthly.
• Monitor and order office supplies within site budget for Services.

• Assist other departments/locations within the company as needed.
• Submit requests to corporate office to grant or discontinue system and/or online access for all site personnel.
• Help keep the office clean and organized.
• Maintain safe working conditions.
• Other duties as assigned.

This position regularly operates in a professional office environment. This role routinely uses standard office equipment such as computers, scanner/printer/copier/fax, phones and filing cabinets.

This is a sedentary role; however, some filing is required. This would require the ability to move files, open filing cabinets, and bend or stand as necessary.

The nature of the position allows access to confidential financial, business development, marketing, and sales information besides personal and confidential information regarding the owners and employees. Company policy requires that all this information be regarded as Confidential and not for communication, discussion, or other distribution to any unauthorized person. The dissemination of any of this information to any persons other than those authorized or approved by the President shall be considered grounds for immediate termination and a violation of the Company’s right to privacy.