Description

POSITION SUMMARY:
The US&S Corporate Administrative Assistant will be a problem solver who has excellent communication skills and impeccable attention to detail. The candidate should have experience working in an office environment, performing administrative and operational tasks, and providing support to the Executive, Administrative and Operational staff as needed to ensure smooth day-to-day functioning of the corporate office. The ability to multitask, manage complex schedules, and meet changing deadlines is essential to the position.

Reporting Relationships:

• Corporate Controller

Other Key Relationships:
Internal:

• Executive Leadership Team (CEO and/or President)
• Sr. Leadership Team (Directors & Controller)
• Administrative, Operations & Front-Line Staff

External:

• Job Candidates & Potential Candidates
• Clients & Client

Representatives

• Vendors & Other Guests

ESSENTIAL JOB FUNCTIONS:

RESPONSIBILITIES:
1. General Corporate Office Administrative Support:

• Consistently represent US&S in a positive, welcoming/courteous manner and provide helpful assistance when interacting with clients, vendors, guests, employees, and all other internal and external stakeholders
• Act as the point of contact for internal and external clients
• Greet visitors, manage the access/control of the office (lobby, main building, and security gate as needed), maintain company visitor’s log, and provide information, assistance and/or escorting as needed.
• Answer and direct phone calls within a timely manner (within two ring cycles) - provide the caller the information or assistance needed, take message, or direct call to appropriate party
• Plan, organize, and schedule appointments and company meetings in the office, off-site, and via video and take detailed minutes as required
• Maintain reservation and scheduling of corporate conference room calendars
• Set up conference room(s) for meetings and/or events, including the ordering of food and beverages for group meetings, participant supplies, preparing welcome signage, setting up presentations, etc. (either for delivery or pickup)
• Assist with set up and logistics of corporate parties and/or events
• Set up appropriate seasonal decorations, corporate staff birthday recognition/décor, etc. (and dissemble/organize/store when not in use).
• Serve as photographer for photo ops for internal and/or external corporate events
• Write and distribute email, correspondence memos, letters, faxes, and forms as required

2. Task Related Corporate Office Support:

• Assist in the preparation of regularly scheduled reports as required
• Create, coordinate, and/or send company communications as required
• Create, revise, and/or maintain various forms, reports and/or documents as required
• Ensure that W-9’s and COIs are up to date for all vendors and subcontractors
• Aid in researching new jurisdictions for applicable business license
• Aid with compiling and delivering bids & proposals as requested and required
• Develop and maintain a filing system both physically and electronically for respective business units as required
• Update and maintain office policies and procedures
• Ensure corporate communication boards are current (i.e., staff bulletin boards)
• Maintain accurate and up-to-date US&S Corporate Staff Directory list and ensure phone system directory is also accurate and complete with distribution to all corporate staff members as needed
• Aid in booking travel arrangements as requested
• Liaise with mid-level management and other office staff to handle requests and queries from Executive and Senior managers as requested / required
• Review company website frequently to ensure information is current and up to date; assist with content creation for website and related publications as needed.
• May assist with basic candidate, new hire, and/or employee questions or needs; preparation for employee orientations, job fairs, and other activities; employee mailings; and other HR-related activities as needed in support of human resource objectives.

3. Implement, manage and maintain an adequate inventory system for office related supplies

• Manage and maintain US&S uniform inventory stock in accordance with approved selections and in correlation with the Senior Accountant for accuracy in reporting and ordering.
• Oversee and manage all general office supplies, which include but are not limited to the following: office supplies, breakroom/coffee and beverage supplies, copy paper and copy room necessities, toner for Xerox copier/printers, etc.
• Assist with corporate marketing and promotional item orders and inventory maintenance as needed and approved by executive and business development management teams.
• Ensure that all above mentioned inventory and supplies are appropriately stored, maintained, and always organized.
• Adhere to all purchasing policies and makes cost-effective purchasing decisions

4. Process incoming and outgoing mail & packages

• Ensure that funds for postage meter do not drop below $20, and coordinate with Senior Accountant when funds are approaching the threshold
• Coordinate and process shipping via USPS, FedEx, and other means.
• Create and/or process mail mergers and mass mailings as necessary.
• Retrieve, sort, and appropriately distribute incoming US&S mail on a daily basis.
• Sign for incoming packages and deliver to appropriate staff member in a timely manner
• Assist with coordinating and shipping materials for tradeshows / conferences / events, etc.

5. General housekeeping and corporate office maintenance

• Maintain the organization, readiness, and cleanliness of corporate office common areas, including: the lobby, kitchen, conference and training room(s), onboarding areas, restrooms, and copier/supply areas.
• Report any general maintenance, repair, building issues and/or cleaning needs to appropriate internal personnel for proper handling and timely resolution (inside and outside of US&S facilities).
• Coordinate the maintenance and repair of office equipment in conjunction with the Facilities Maintenance Manager
• Care for interior live foliage

6. Perform any other duties as assigned in relation to US&S, Inc. and any related entities.

ADDITIONAL JOB REQUIREMENTS:
1. Adhere to all policies and procedures, including those prescribed in the US&S Employee Handbook and the US&S, Inc. Safety and Health Program Manual.
2. Maintain confidentiality at all times and do not disclose sensitive or confidential information without a legitimate right and or need-to-know.
3. Take proactive measures to ensure sensitive or confidential information & data is appropriately secured at all times.

ESSENTIAL COMPETENCIES:
To perform the job successfully, an individual demonstrates the following essential competencies:

1. Customer Service Orientation: Manages difficult or emotional situations with internal and external stakeholders; Responds promptly to customer needs; Responds to request for service and assistance. Maintains and communicates a positive can do attitude with internal and external stakeholders.

2. Problem Solving: Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Uses reason when dealing with emotional topics.

3. Service and Teamwork - Understands the needs and wants of the organization, customers, coworkers and supervisors in order to provide accurate, complete and timely service and to further the mission, values and goals of the organization.

4. Oral & Written Communication: Speaks clearly and persuasively in positive or negative situations; listens and gets clarification. Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.

5. Cost Consciousness: Works within approved budget; Develops and implements cost-saving measures.

6. Ethics: Treats people with respect: Inspires the trust of others; Works with integrity and ethically; Upholds organizational values.

7. Planning / Organization: Prioritizes and plans work activities; Uses time efficiently: Plans for additional resources; Develops realistic action plans.

8. Attendance / Punctuality: Consistently arrives to work on time: Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.

9. Dependability: Follows instructions; Responds to management direction; Takes responsibility for own actions; Keeps commitments.

10. Attention to Detail and Thoroughness. Ability to inspect the quality of work performed and ensure thorough completion. Consistently completes quality work. Thoroughly completes work with little or no supervision.

11. Initiative: Volunteers readily; Undertakes self-development activities; Seeks increased responsibilities; Takes independent actions and calculated risks; Looks for and takes advantage of opportunities; Asks for and offers help when needed.

Qualifications

REQUIRED SKILLS & QUALIFICATIONS:

• Proven administrative experience (minimum 6-12 months).
• High level of professionalism & interpersonal skills; strongly customer service focused.
• Knowledge of office management systems and procedures.
• Working knowledge of office equipment, like printers, postage meters, phones, copiers and fax machines
• Proficiency in MS Office (MS Excel, MS PowerPoint, MS Word in particular).
• Proficiency in navigating the internet, social media, website platforms.
• Excellent time management skills and the ability to prioritize work.
• Attention to detail, resourceful and problem-solving skills.
• Excellent written and verbal communication skills.
• Strong organizational skills with the ability to multi-task.
• High school diploma or equivalent.
• Ability to pass pre-employment background checks and drug screening.

PREFERRED SKILLS & QUALIFICATIONS:

• Associate or bachelor’s degree in communications or business.
• 3 to 5 years prior experience in office management.
• Experience managing budgets and expenses.
• Experience developing internal processes and filing systems.
• Comfortable handling confidential information.

KNOWLEDGE, SKILLS & ABILITIES:

• Language skills: Ability to read and comprehend in English simple instructions, short correspondence, and memos; write simple correspondence; and present information in one-on-one and small groups situations to customers, clients and other employees.
• Mathematical Skills: Adds, subtracts, multiplies, and divides in all units of measure using whole numbers, common fractions, and decimals; computes rate, ratio and percent.

GENERAL AND PHYSICAL WORKING CONDITION REQUIRMENTS:
GENERAL WORKING HOURS:

• Normal working hours are Monday through Thursday, 7:30 am to 5:30 pm and Friday from 7:30 am to 11:30 am. At times, may be needed to work outside of regular hours.

REMOTE WORK FROM HOME:

• Due to the frequent contact with internal and external clients, this job requires that the majority of the tasks be performed within the corporate. office environment. Remote work from home will have to be accessed on an individual basis depending upon the need.

TRAVEL:

• Must have a valid driver’s license and meet minimum state auto insurance requirements.
• Required to travel about 5% of the time to purchase items or perform other needed company tasks outside the office.

PHYSICAL REQUIREMENTS:
1. The physical activity for the Corporate Administrative Assistant include:
a. Reaching. Extending hand(s) and arm(s) in any direction.
b. Walking. Moving about on foot to accomplish tasks and has an ability to navigate from one location to another.
c. Lifting. Must raise objects from a lower to a higher position or move objects horizontally from position to-to-position.
d. Feeling. Must be able to perceive attributes of objects, such as size, shape, temperature or texture by touching with skin, particularly that of fingertips. Assesses potential safety threats, such as by exposure to chemicals and heat from malfunctioning equipment.
e. Talking and hearing. Able to express and exchange ideas by means of the spoken word. Ability to receive detailed information through oral communication and to make the discrimination in sound.
f. Repetitive motions. Substantial movements (motions) of the wrist, hands, and/or fingers.
2. Physical requirements for this job:

• Sedentary work: Exerting up to 10 pounds of force occasionally and / or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time, with walking and standing required only occasionally.

3. The visual acuity requirements for this job (including color, depth perception and field of vision).

• Required to have close visual acuity to perform an activity such as preparing and analyzing data and figures, transcribing, viewing a computer terminal; extensive reading; visual inspection to determine the accuracy, neatness, and thoroughness of the work.

4. This job will be subject to the following conditions in this position:

• The worker is subject to inside environmental conditions, protected from weather conditions but not necessarily from temperature changes. The physical demands described here are representative of those that must be met by an employee to successfully perform the Essential Functions. Reasonable accommodations may be made upon an employee’s request.

This Job Description is not intended, and should not be construed, to be an exhaustive list of all Job Functions, Competencies, Skills and Work Environment/Conditions associated with this job. It is meant to be an accurate reflection of principal job elements useful for recruiting and selecting employees, assigning work and evaluating performance. Additional responsibilities may be assigned and management retains the right to change this Job Description at any time. Acceptance of this Job Description does not constitute an employment agreement or contract. The Company is an at-will employer and reserves the right to terminate employment for any reason or no reason, with or without notice to the employee.