What are the responsibilities and job description for the Administrative Assistant III position at BizTek People, Inc. | APA International Placement Consultants?
Location: Salem OR - 100%
onsite- 9-1pm M-F Duration: 6 months 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 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 Required skills · Must have MS Office Suite can train on other
programs. · High School Diploma or GED · 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. Must have skills: 1. Detail Orientated 2. Communication Skills both orally and written 3. Problem Solving 1. Organizational skills 2. Strong work ethic 3. Learning /adaptability |