Administrative Assistant III

Job Title

Job Information

Location: Salem OR - 100% onsite- 9-1pm M-F Duration: 6 months

Key Responsibilities

• General Office Support/ Administration
• 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.
• 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
• Detail Oriented
• Communication Skills both orally and written
• Problem Solving
• Organizational skills
• Strong work ethic
• Learning /adaptability