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Utilities Service, LLC Administrative Support Assistant in Sunnyvale, Texas

Administrative Support Assistant

This position maintains and supports all office functions ensuring facility paper flow and documentation is complete and accurate. This position assists the Regional Manager with day to day operations and special projects. The Administrative Support Assistant interfaces with all American Lighting and Signalization staff and associates, corporate associates, Region employees, Clients, and outside vendors.

Essential Duties

  • Maintains Company Organizational Chart of Seniority.

  • Assists in managing inventory control for materials and supplies.

  • Track receipts and complete expense reports.

  • Responsible for the time entry for certified payroll of all employees in the region.

  • Basic understanding of accounting functions such as Purchase Orders, Company Credit Card reconciliation, Invoicing, Accounts Receivable and Accounts Payable.

  • Call in, track and renew locate requests through 811.

  • Ability to keep confidential information private. Will handle inquires, work request and at times employee personnel information.

  • Answer, direct and make phone calls for region in a professional manor.

  • Must be able to take and distribute messages appropriately.

  • Receives sorts and distributes incoming Mail and Deliveries.

  • Organizes meetings, appointments and travel arrangements. Sending reminders on a needed basis.

  • Maintain office supply inventory and orders on a monthly basis.

  • Download/Upload necessary documents for proposals/bids to client and prepare bid packages.

  • Assist management with weekly production reports (ie Supervisor Reports).

  • Perform administrative duties for region management team; including but not limited to typing documents, data entry, photocopying, mailing, scanning and faxing

  • Must be able to react to change productively and capable of meeting short deadlines.

  • Creates a behavior and conduct that maintains a positive work atmosphere by acting and communicating in a manner to get along with customers, vendors, co-workers and management.

  • Good and consistent attendance. Full Time Position 38.5 - 40 hours weekly. Hours subject to regional requirements.

  • Assist with the hiring practices (advertisement, back ground checks, drug test scheduling, phone screens, interviews)

  • Assist with all new hire paperwork including completing the I-9 process

  • Create and maintain personnel files

  • Complete all other duties assigned by management.

Additional Responsibilities

  • Maintain a professional work area. (Conference room, front desk, waiting area and supply areas)

  • Supports Regional Office Manager and other management staff in daily clerical needs

  • Provides support and assistance to help the facility and personnel function as a team environment

Minimum Requirements

  • Must be bilingual in English and Spanish

  • Excellent verbal and written communication skills

  • High school diploma or equivalent

  • Excellent Adobe, Microsoft Word, Excel, Power Point, and Outlook skills

  • Knowledge of office and business practices, equipment, and procedures

  • Good conflict resolution skills

  • Able to pay close attention to details and identify/correct mistakes

  • Excellent skills interacting with other staff members, outside representatives, and customers

  • Valid driver’s license and be able to safely drive personal vehicle for work related activities

  • Must possess good planning, analysis, and organizing skills

  • Able to delegate work effectively and manage time efficiently

  • Capable of performing repetitive tasks

  • Must pass pre-employments drug screening, MVR, and Background screening

Physical Requirements:

Rarely = less than 10%

Occasionally =up to 33%

Frequently = up to 66%

Continuously = 67% to 100%

Hazards:

Activity:

R

O

F

C

Activity:

R

O

F

C

Standing

X

Seeing

X

Walking

X

Reading

X

Sitting

X

Reaching

X

Stooping

X

Range of Motion

X

Kneeling

X

Hearing - Speech Range

X

Squatting

X

Depth Perception

X

Body Twisting

X

Color Vision

X

Crawling

X

Lifting

X

Sense of Touch

X

Carrying

X

Manual Dexterity

X

Pushing

X

Speaking Clearly

X

Pulling

X

Seeing Distant

X

Climbing Ladders

X

Climbing On/Off Truck

X

Climbing Stairs

X

Climbing

X

Balancing

X

Gripping

X

Lifting up to 10 lbs

X

Lifting over 10 lbs to 50 lbs

X

Lifting up to 50 lbs

X

  • May perform repetitive motions

General Duties and Responsibilities

  • Office Support to field staff

  • Project administration – ensures deadlines and requirements are met

  • Data management and data entry associated with internal project management software

  • Performs other related work, as assigned

Special Requirements

  • Must be able to safely drive an approved company vehicle and/or safely drive personal vehicle for work related activities.

  • Must be able to write, read and comprehend written and verbal job instructions/information.

  • Must be able to utilize a computer or other typing device as well as utilize any related programs.

  • Must have organizational skills.

  • Must be able to meet short deadlines and be able to multi-task.

  • Must have communication skills.

  • Must have time management skills

Individuals must be able to perform the essential functions of the position with or without a reasonable accommodation. Individuals with a disability who desire a reasonable accommodation should contact the ADA Coordinator at 1-800-248-8733, ext 1339.

An Equal Opportunity Employer, including disabled and vets.

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