Administrative Assistant

Overview

ADMINISTRATIVE ASSISTANT

Please include a resume and cover letter.

Hours: Full-Time 40 hours/week

Reports to: Division Manager – Division 30

Status: Non-Exempt

Wage: $21-$22/hr

Provide administrative support to the Division 30 team. Assist with general office duties and provide clerical support.

• Process and organize incoming work requests.
  • Ability to schedule meetings with associated work tasks in Outlook.
  • Track/manage due dates for projects assigned.
  • Follow Management Team guidance/directives for associated work tasks and deadlines.
• Generate and create reports, analyze data and identify solutions from the reports
  • Create Data & Tracking Spreadsheets / Excel Proficiency (Creating formulas, linking cells/sheets, creating user-friendly tracking mechanisms)
  • Routinely review specific reports for accuracy and follow up as necessary.
• Enter invoices into SharePoint.
• Update employee and equipment information on SharePoint.
• Manage and maintain Division specific spreadsheets.
  • EQ Utilization Reports:
    Sort/Filter/Identify & Make Changes Needed to EQ Allocation.
  • Cell Phone Bill:
    Monitor units and plan for accuracy.
  • Tailgate Tracker:
    Create and manage a user-friendly D30 Tracker.
  • Certifications Tracker:
    Create and manage a user-friendly D30 Tracker.
  • Work with HR/Recruiting to manage D30 Applicant Tracker.
• Maintain and organize office filing and storage systems.
• Contributes to team effort by accomplishing related results as needed.
  • Be a resource for the Management Team, provide them necessary information and gather data/information needed to help reduce adding tasks to their normal workload.
  • Assist Management Team and applicants with Workday onboarding.
• May be called upon to assist with special projects and assume responsibility for the development, administration, and promotion of specific projects, as required.
• Perform other duties as assigned.

• High School Diploma or equivalent.
• 2 years of previous administrative experience.
• Demonstrate consistent attendance and positive attitude.
• Microsoft Office Skills.
• Strong organizational skills; possesses the ability to work on multiple tasks and is detail oriented.
• Physical capability to lift up to 40 lbs. as needed.
• Utilization Reports.
• WEX Reports.
• Divisional Cell Phone Bills.
• Tailgate Tracker.
• Certifications (LMS) Tracking.
• DOT/Med Card Compliance.
• Xcel Weed Abatement invoice creating from spray records by region.
• Xcel security screening process.
• Managing and gathering Crew Contacts and create report.
• WF Audit Tracking Mechanism.
• Licensing/Registrations.
• Invoices (vendors)… set up so all go through AP.
• Evaluate Utilities Needs.
• Office IT (Printer)
• Crew Activity and Timesheets (Xcel)
• Workday/Hiring Station/Approvals.
• EQ/Gear/Chemical Ordering.
• Chemical/Gear/Tools/EQ Inventory Tracking/Tracker.