Administrative Assistant

POSITION SUMMARY:
Provide secretarial and administrative support of a moderately complex and confidential nature.

KEY SUCCESS FACTORS:

• Accurately provide administrative support.
• Serve as business partner to Plant Manager.
• Advocate communication and provide positive employee relations.

ESSENTIAL FUNCTIONS:

• Receive incoming telephone calls and assist caller by answering questions or directing the call through to appropriate person.
• Greet onsite visitors in a professional manner. Assist visitors with sign-in and familiarize them with visitor safety requirements.
• Establish, develop and maintain filing systems, both physical and electronic as needed. Retrieve information from files when needed.
• Perform general secretarial and clerical duties, including typing and filing.
• Schedule and organize meetings, conference calls, business travel, conferences and facility activities.
• Sort and distribute incoming mail and manage outgoing letters/packages within appropriate systems.
• Create and/or maintain spreadsheets, as needed, to track vendor invoices, revenue earned, and other metrics required by the Facilities team and/or Customer.
• Code and enter business expenses into an appropriate system for approval/processing.
• Use and help maintain truck scale software to verify, compile and upload truck load data daily into accounting and compliance systems.
• Input facility operations information (maintenance records, orders, lab analysis data, etc.) into appropriate system with accuracy.
• Order and maintain an adequate inventory of office supplies.
• Operate and maintain office equipment. Schedule maintenance as needed.
• Act as liaison with other departments and outside agencies, including high-level staff.
• Assist the Accounting team with purchase orders, coding invoices, accounts payable, and month end close process.
• Assist with safety compliance by scheduling training and maintaining/submitting training records for Plant personnel.
• Handle confidential and non-routine information and help explain policies when necessary.
• Exhibit and demonstrate safe behaviors at all times and perform tasks in a safe manner.

This is a summary of principal responsibilities and is not intended to include all duties which may be assigned.

STATUS AND SCOPE

• This position has no direct reports.
• Excellent attention to detail, organizational and communication skills and ability to effectively communicate verbally and in writing is required.
• Ability to establish and maintain harmonious working relationships with customer, employees and the public.
• Ability to handle sensitive and confidential information and situations and know how to appropriately use discretion.
• Ability to work in a fast-paced environment, process work rapidly, set priorities, work under pressure, and follow through with assigned tasks with limited supervision.
• Ability to accurately enter high-volume data while critically reviewing information for discrepancies and addressing inconsistencies.
• Ability to quickly learn and effectively use multiple administrative platforms, understanding workflows and processes.
• Type accurately at a speed of at least 45 words per minute.

COMPENTENCIES

• Organizing: Uses resources effectively and efficiently.
• Peer Relationships: Is seen as a team player and is cooperative.
• Flexibility:  Is very flexible and adaptable, can act differently depending upon the situation.
• Time Management: Values time uses his/her time effectively and efficiently.
• Ethics and Values: Adheres to an appropriate and effective set of core values and beliefs during both good and bad times.
• Integrity and Trust: Admits mistakes and is seen as a direct, truthful individual.

QUALIFICATIONS

• Minimum High School Diploma or equivalent (GED) required.
• Associates Degree and minimum 5 (five) years Administrative Assistant experience preferred.
• Proficient knowledge and working experience using MS Suite and personal computer equipment.
• Thorough knowledge of business English, spelling, and math.

The above statements are intended to describe the general nature and level of work being performed by people assigned to this position. They are not intended to be an exhaustive list of all essential job functions, knowledge, skills, abilities, efforts, and physical or working conditions associated with a position.

AA/EOE/M/F/D/V

We thank all individuals for their interest in Synagro however only those selected for interviews will be contacted.