Admin I, Field Ops

Job Locations US-KS-Ottawa
ID
2020-1604
Category
Operations
Type
Full-Time

Overview

  • This entry-level position is accountable for providing administrative support for one or more persons(s) under close supervision.
  • Performs basics tasks and projects of lesser complexity, relying on established guidelines and/or detailed direction.
  • Work experience and classes from Company will familiarize employee with processes, procedures, guidelines, regulations, and policies of Company, department, and industry.

Responsibilities

Primary responsibilities include (but not limited to):

  • Providing all administrative services for assigned work site(s), overseeing site(s) records, assisting with area’s regulatory and Company compliance activities.

 

Specific responsibilities include:

Analysis

 

  • Manage and audit invoices, reimbursements
  • Input budget data, assist with budget maintenance
  • Assist with project setup, tracking, and administration using dedicated Company software
  • Assist with inventory maintenance, audit

 

Administration

 

  • Manage mail
  • Produce written communications, reports, documents, records
  • Enter, extract, report on and manipulate information and data within position-specific systems (e.g., Navision, Quillix, OSI, Chase, Veriforce, Microsoft Excel, Irthnet,, etc.)
  • Manage assigned electronic and hard-copy records
  • Perform routine clerical tasks (creating correspondence in various formats, word-processing, proofreading, filing, invoice management, keeping meeting minutes, answering telephones, managing site access [monitor gate, visitor log, badging, etc.], assisting with employee events; light housekeeping, assist with travel arrangements/meetings, assist with maintenance of site(s) calendar(s) and data for webpage, etc.)
  • Help on-board new hires
  • Help set up/manage local contracts
  • Serve as Company liaison at community events, help with volunteer efforts
  • Process confidential forms and records

 

Compliance

 

  • Oversee licensing/local taxation issues of area’s vehicles
  • Input data into/maintain/create and run reports from various systems
  • Assist with completion, creation, filing, management of required forms, permits, and reports within Company and for governmental requirements
  • Maintain departmental files in compliance with applicable law, regulation, policy, and/or procedure
  • Assist with gathering data and records for internal/external audits

 

Other duties as assigned

Qualifications

Minimum Requirements:

 

  • High School graduate or equivalent
  • Valid driver’s license and insurability
  • At least 1 year experience in office setting providing administrative, clerical, and office management services
  • Highly analytical, detail-oriented
  • Intermediate-level experience with Microsoft Word, Excel, and Outlook or equivalent
  • Ability to take instruction from multiple individuals
  • Experience requiring good time management skills and the ability to successfully complete assignments with frequent interruptions
  • Ability to work overtime with or without notice
  • Ability to work in open office environment and, in some situations, outdoors in varied weather conditions
  • Ability to provide direction to others and work with individuals throughout the organization
  • Experience successfully applying basic business concepts
  • Ability to read and understand directions, policies, procedures and requirements and adhere to the same

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