Administrative Support/Resource Room

Job Title: Administrative Support/Resource Room

Reports to: Project Director

Position Classification: Non-Exempt

 

Primary Objectives of Position: Provides administrative support to project leadership in a variety of areas including Human Resource assistance, training documentation, procurement documentation, accounts payable functions, purchase order request, routing correspondence, and reports.

 

Essential Job Functions:

• Maintain confidential office and financial files, case files, administrative files, personnel files, and contract files.

• Prioritize and coordinate multiple projects simultaneously and follow through on issues in a timely manner.

• Generate and dispatch service request work orders to multiple subcontractors and vendors, communicating work orders to technicians and internal clients.

• Assess the quotes submitted and select the bidders with which the commercial/financial negotiations may be conducted.

• Maintain project tracking spreadsheets and databases as assigned.

• Ensures that human resource files and records are maintained in accordance with legal requirements and Company policies and procedures.

• Assist with completion of necessary statistical reports as requested.

• File and retrieve corporate documents, records, and reports.

• Contacts prepare source documents to resolve questions, inconsistences, or missing data.

• Prepare invoices, reports, memos, letters, financial statements and other documents using word processing, spreadsheet, database, or presentation software.

• Completes monthly and year-end reports regarding terminations, transfers, and new hires.

• Ability to perform a wide variety of administrative duties on behalf of the Leadership team with minimal supervision.

• Assists in establishing and maintaining an effective and efficient records-management system.

• Intervenes, analyzes, manages, and resolves business conflicts between the company and the vendors/suppliers.

 

Other Job Duties: This job description is not intended to be all-inclusive. The employee may be requested to perform other reasonable related duties as assigned by the immediate supervisor and other management as required. The company reserves the right to revise or change job duties as business requirements dictate. It is also understood that the company reserves the right to change work schedules as required, including requiring overtime.

 

Required Competencies: Extreme Customer Service focus, learning orientation, communication proficiency, teamwork orientation, technical capacity.

 

Qualifications:

Education: High school diploma or GED, or 1-2 years of experience in a Workforce environment or coordination/planning experience. AA or BA preferred.

 

Experience: Significant demonstrable experience and/or training in providing administrative support functions to multi-layered projects.

 

Skills/Abilities: Ability to clearly and concisely communicate with staff and leadership via presentations, in person, telephone, written and oral. Must be accustomed to working in a complex, fast-paced and confidential work environment. Excellent verbal and written communication skills including ability to do public speaking. Demonstrated ability to use various software programs (Microsoft Office) for correspondence, reports, statistical compilation, analysis, and database access. The ability to maintain confidentiality is a must.

 

Benefits: Insurance: Health, Life, Dental and Disability, PTO, Paid Holidays, 401K, Flexible Spending Account, Tuition Assistance