NEW JOB OPENING
ADMINISTRATIVE ASSISTANT
IN Salem, OR, USA!

Description:

• 100% onsite- 9-1pm M-F

• 2-5 years experience needed

• Requires specialized skills or is multiskilled, developed through job- related training and considerable on- the-job experience

• Completes work with a limited degree of supervision

• Likely to act as an informal resource for associates with less experience



Key Responsibilities

• General Office Support/ Administration Provides administrative support to a manager and her/his team(s) or a facility; receives visitors, callers and incoming mail and refers to appropriate staff member or Client department or independently handles routine matters; uses software applications to prepare emails, correspondence, reports, presentations, agendas, meeting minutes, etc.; independently responds to routine correspondence and inquiries.

• Researches files, compiles and consolidates data and prepares special and periodic reports or inputs to special projects.

• Trains and administratively oversees work of less experienced colleagues, summer and temporary employees; serves as resource for day-to-day questions and problem solving in administrative arena.

• Maintains and updates all physical and electronic files and records; maintains and updates procedural documents, guides and manuals.

• Initiates the request for facility moves and repairs, greeting and providing vendor access to complete the move or repair.

• Tracks the move or repair form completion, helping vendors and personnel resolve related issues.

• Accounting/Budget Support Serves as a primary liaison with the Finance Department; reviews time and attendance entries to ensure accuracy and compliance with policies, contractual provisions, basic wage and hour regulations; interfaces with Payroll staff to troubleshoot payroll and timekeeping problems for employees; executes payroll adjustments; collects and consolidates data to develop budget; tracks and reports on expenditures; monitors accounting reports and coordinates with Finance Department staff to resolve issues.

• Personnel Administration Support Serves as primary liaison with the Human Resources department; initiates personnel action requests and requisitions on behalf of manager; coordinates/interfaces on recruiting/hiring actions; coordinates new employee onboarding activities, e.g., obtaining computer and security access; provides new employee orientation; assists employees with benefits issues; coordinates and tracks employee completion of training; coordinates notification and documentation of drug testing.

• Purchasing/ Contracting Support Purchases a variety of supplies, services and equipment using purchasing cards and informal acquisition procedures; reconciles purchasing card statements; initiates purchase requisitions; coordinates with vendors to ensure on- time delivery of the best, most cost- effective materials and services; expedites all critical purchases as needed; tracks status of all purchase requisitions and purchase orders; coordinates with Sourcing and Contracts staff to ensure compliance with all corporate policies; administers service contract(s) for manager or facility.

• Inventory/Supply Management Support Maintains supplies of items such as office supplies and other consumables.

• Conducts physical cycle counts and updates inventory records; maintains automatic reorder system for inventory; enters items and vendors into applicable inventory management systems.

• IT/Database Management Support Coordinates with Information Technology and other staff in maintaining interfaces for various systems; enters data into various systems; performs database maintenance activities; provides expertise to other team members regarding functional user interface procedures and processes for software applications and systems.

• Safety Program Support Supports safety program; arranges safety meetings; tracks and schedules training and medical appointments; assists with various safety initiatives; performs clerical duties on the safety committee. Supports the Personal Protective Equipment Program by tracking and verifying employees’ balances.

• Functional Competencies Intermediate knowledge of the structure and content of the English language, including the meaning and spelling of words, rules of composition and grammar.

• Intermediate knowledge of clerical/administrative procedures, requirements and techniques involved in carrying out the work of an organization.

• Intermediate skills in applying procedures and practices within the framework of established guidelines.

• Intermediate knowledge of the organization, functions, key personnel and sources of information of the department/facility served.

• Working knowledge of the company''s budgeting procedures

• Must have MS Office Suite can train on other programs.

• This is supporting our line operations team but working side by side with our 2 Office Administrator with timekeeping, calendars, meeting notes and variety of other items.

• Daily routine of assisting with timekeeping and other task as needed and assigned

• This role will work closely with our 2-office administrator assisting them with their day-to-day work.



Required Skills:

1. Detail Orientated

2. Communication Skills both orally and written

3. Problem Solving

1. Organizational skills

2. Strong work ethic

3. Learning /adaptability

High School Diploma or GED

• **Only those lawfully authorized to work in the designated country associated with the position will be considered.**

• **Please note that all Position start dates and duration are estimates and may be reduced or lengthened based upon a client’s business needs and requirements.**