Administrative Assistant

Veolia in North America is the top-ranked environmental company in the United States for three consecutive years, and the country’s largest private water operator and technology provider as well as hazardous waste and pollution treatment leader. It offers a full spectrum of water, waste, and energy management services, including water and wastewater treatment, commercial and hazardous waste collection and disposal, energy consulting and resource recovery. Veolia helps commercial, industrial, healthcare, higher education and municipality customers throughout North America. Headquartered in Boston, Veolia has more than 10,000 employees working at more than 350 locations across North America.

Job Description

Position Purpose: 

Provides administrative and accounting support to the Texas Project along with assisting several projects in the Gulf Region as needed. Assists with answering sewer billing questions, department billing, record keeping, and answering customer questions. Will interface with the public and assist with paying sewer department bills. Exercises good judgment in a variety of situations, with strong written and verbal communication, administrative and organizational skills and the ability to maintain balance among multiple priorities. Must be able to handle extensive financial matters in a responsible and detailed manner. Responsible for providing management with critical information of a financial nature. Able to work independently and must be able to work under pressure at times to handle a wide variety of activities and confidential matters. On occasions, performs sample collection, preparation, extraction, and analysis according to Standard Operating Procedures (SOPs) and permitting requirements while achieving integrity of the laboratory’s results and target KPIs.

Primary Duties/Responsibilities: 

• Accounting
  • Processes requisitions in PeopleSoft for entire project. Includes processing those for capital projects. Also prepares blanket purchase orders for chemicals and sludge hauling by estimating the yearly usage.
  • Month End Financials:
  • Appropriately designate costs to correct accounts to meet the Client’s or Project’s needs.
  • Maintains monthly cost spreadsheet to aid in month end close.
  • Continue to check with Management Team for any last-minute costs.
  • Maintain financials with any last minute costs or revisions.
  • Ascertain that all invoices costs are accounted for and coded correctly. Various spreadsheets are updated regularly and are part of the monthly report.
  • Verify purchase codes and approves P Card accounts for project expenses.
  • Researches and facilitates any payment issues for vendors.
  • Processes employee expense reports.
• Administration
  • Assists Project Manager with any project as necessary.
  • Assists PM with preparation of client reporting, including Monthly, Weekly, and Annual Reports.
  • Provides customer support by answering complaints/questions from residents, and the Police about Collection System issues such as collection system backups, broken manholes or odor complaints. Relays this information quickly to the Management Team for expedient service.
  • Creates and updates databases and produce various statistical reports such as benchmarks for chemicals and sludge, monthly septage usage, electrical and natural gas usage.
  • Maintains Administrative Manual which is a document which includes the majority of the SOPs for this position and other relevant information.
  • Gathers information and assists in the preparation of the Monthly and Annual Client Reports. Assists and ensures that other Contract Deliverables are completed.
  • Works with confidential material which includes but is not limited employee disciplinary issues, Project financial information, employee wage garnishments, employee medical information, and court documents.
  • Prepares project correspondence and maintains project files.
  • Assist employees to obtain safety equipment and including the processing of necessary paperwork.
  • Performs other clerical tasks, including completion of periodic paperwork, filing, and copying.
  • Provides other duties as assigned.
  • Proficient in various software including Microsoft, Adobe, PeopleSoft and Image Now. Works off specialized sites such as Concur
• Human Resources
  • Maintains project records.
  • Provides support to employees with any routine payroll or HR issues. Acts as timekeeper for the project work hours’ time tracking.
  • Assist newly hired employees in obtaining fuel card pins, procurement cards, cell phones, ID badges and onboarding.
  • Prepares requisitions and process payment requests for projects under Project Manager.
  • Troubleshoot invoice issues.
  • Create and receive against purchase orders. Complete any necessary paperwork needed for blanket PO creation.
• Laboratory
  • Utilizes data processing applications to manipulate results in preparation for report generation and entry to the Laboratory Information Management System (LIMS).
  • Logs in samples and prepares them for analysis.
  • Prioritizes sample analysis requirements.
  • Prepares Standards and Reagents. 
  • Completes analysis of samples by designated turn-around time. 
  • Maintains operability of laboratory instruments. Conducts regular preventative maintenance procedures and troubleshoots as required to maintain reliability and performance of instruments and equipment. Contacts services representatives for instrument repair. 
  • Maintains adequate inventory of standards, reagents, glassware, and consumable supplies in the work area for use. Orders supplies for the Lab.

Qualifications

Education/Experience/Background: 

• High School Diploma/GED is required.
• Accounting coursework or college level education preferred.
• 2-5 years in Accounting and Administration preferred. Proficient in Microsoft Office, Peoplesoft, SAP.

Knowledge/Skills/Abilities: 

• Extensive computer experience with the Microsoft Office Suite or Google Suite. Able to learn a variety of software and web-oriented platforms.
• Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Must be able to work autonomously and as part of a team.
• Requires strong analytical skills and administrative abilities.
• Must be able to meet deadlines.
• Very strong communication skills.
• Ability to work with confidential material and be adaptable to various competing demands.

Physical Requirements:

• Regularly spend long hours sitting and using office equipment and computers
• Regularly move from sitting to standing positions effortlessly
• Regularly work on repetitive tasks
• Regularly use hands and fingers to handle, control or feel objects
• Frequently bend to file and maintain files

Additional Information

Benefits: Veolia’s comprehensive benefits package includes paid time off policies, as well as health, dental, vision, life insurance, savings accounts, tuition reimbursement, paid volunteering and more. In addition, employees are also entitled to participate in an employer sponsored 401(k) plan, to save for retirement.

We are an Equal Opportunity Employer! All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.

Disclaimer: The salary, other compensation, and benefits information is accurate as of the date of this posting. The Company reserves the right to modify this information at any time, subject to applicable law.