Administrative Assistant

Administrative Assistant

Position Summary:

Under limited supervision, this position provides for the review and processing of many administrative functions associated with the daily operation of the Accounting department including but not limited to the verification and payment of invoices, purchase order variances, travel arrangements, check distribution, monitors and maintains the Department ISO program and provides general support.

Essential Functions:

Manages Accounting Department Share Point site/pages
Maintains TMS database for all department associates.
Maintain Record Retention records for department; assist with record retention additions and disposals for all Accounting positions
Monitors Department’s incentives and reports to department director.
Compiles data for Monthly Operating Report preparation and distribution
Update monthly cell phone usage data for all departments (Excel Spreadsheet) and distribute the data to each department
Process Accounts Payable and Payroll recap checks each week and maintain check logs
Assist with Closed PO Files
Match Spot/Recognition Award vouchers to approvals; distribute Spot/Recognition award VISA cards; route Spot/Recognition award leave requests to Payroll and HR
Perform weekly inventory of VISA cards and reconcile total to General Ledger and make purchase recommendations to the Asst. Director
Prepare basic journal entries for VISA card dispersal(s)
Prepare other/miscellaneous basic journals entries as needed
Performs detailed office administrative responsibilities to include accounting, budgeting, payroll, invoices, accounts payable, requisitions/purchase orders, variances and miscellaneous checking.
Monitors department budget and accounting details.
Supports and assists in daily administrative duties.
Composes and/or types correspondence, administration reports and forms.
Operates office equipment, personal computer and related software in a network environment.
Receives inquiries from the public by letter, phone, and in person, and furnishes information or directs inquiries to the proper source.
Prepare business travel plans for staff
Maintain departmental training records and information on PC using the network database
Greet visitors and direct them to the appropriate person.
Organize and file correspondence and other records.
Regular attendance is required.
Job performance must conform to all CWS policies and procedures.
Specific knowledge of CWS Environmental Management System Policy and Procedures.
Schedule meetings for the department
Attend and prepare minutes for (various) meetings as requested
Sort and distribute incoming mail for the department

Additional Duties

Assists in scheduling meetings, scheduling travel schedule and reservations.
Make copies of necessary correspondence or other printed matter.
Sets up and updates data spreadsheets.
Work involves considerable public contact.
May be required to participate in Intra/Inter Departmental Cross Training.
Performs other related duties as assigned.

Minimum Requirements
Physical Requirements, Activities, and Working Conditions

Sedentary work exerting up to 20 pounds of force occasionally and/or negligible amount of force frequently or constantly moves and transports objects.
Must be able to remain in a stationary position 50% of the time.
Visually observe and comprehend computer/terminal screens, reports and correspondence for data input and filing.
Constantly operates a computer and other office productivity machinery such as but not limited to a telephone, calculator, fax, copier, calculator, scanner and/or microfilm reader / printer.
Occasionally move about inside the office to access file cabinets, office machinery, etc.
Frequently positions self to maintain the filing systems and accessing bulletin boards.
Must be able to communicate to exchange accurate information in writing, verbally and with a 2-way radio, to include comprehension of complex oral and written instructions.
Ability to receive detailed information through written and oral communications.

Education and/or Experience

Associate Degree in Business Administration or related curriculum and two (2) years of progressive experience in administrative duties OR a combination of education and/or experience to total five (5) years. High school or GED preferred.
Project-oriented experience desirable.
Knowledge of business practices and procedures is required.
Excellent English grammar, spelling and math skills required.
Proficiency in Microsoft Office Software.
Experience with SharePoint and databases preferred.
Ability to understand and execute complex written and oral instructions.
Must have excellent interpersonal, organizational and communication skills.
Be familiar with engineering terminology.
Basic knowledge of accounting techniques.
Proficient in writing minutes and reports.
Prior work record indicating dependability and conscientiousness.

Licenses, Certifications, Registrations

Certification in the International Association of Administrative Professionals (IAAP) desirable.

Training Needs:

OSHA and Departmental safety training as required.
Skills Based Training.
Standard Operating Instruction (SOI) per department requirements.
ISO 14001 standards for department and company.
See Department Competency and Training Matrix for this position.