Administrative Assistant

Job Description

Job Description

Administrative Assistant

Upstate Utility Services · Johnson City, NY · Full-Time · $20–25/hour

Upstate Utility Services is a utility construction company operating across New York and Pennsylvania. We are seeking a full-time administrative assistant to support our field operations from our Johnson City office.

This position owns the administrative and compliance work that keeps our crews on the job: travel and lodging, fleet records, driver and DOT compliance, certification tracking, purchasing, and time card verification. It is a hands-on role with a wide scope and direct access to leadership.

Responsibilities

• Arrange and manage hotel and travel accommodations for field crews working out of town, including negotiating rates with properties and vendors
• Maintain vehicle and equipment records, including registrations, inspections, preventive maintenance schedules, and repair history
• Coordinate repairs and service with vendors and track fleet costs
• Maintain motor carrier filings and registrations, including HUT and IFTA
• Administer DOT and driver compliance, including CDL onboarding, drug and alcohol testing program administration, medical cards, prior employer inquiries, and motor vehicle record checks
• Verify weekly time cards against GPS and telematics data and resolve discrepancies with crew leads prior to payroll
• Track and code employee expenses and receipts
• Support certified payroll and prevailing wage reporting
• Track employee certifications and expiration dates, and maintain records in contractor safety and prequalification platforms
• Issue and track purchase orders and manage office and shop supply inventory
• Maintain employee files and complete new hire onboarding paperwork
• Provide general office support, including phones, mail, filing, and correspondence

Qualifications

Required

• High school diploma or GED
• Two or more years of administrative, operations, dispatch, or compliance experience
• Strong computer proficiency and the ability to learn new software quickly
• Strong attention to detail, organization, and time management
• Professional written and verbal communication
• Ability to handle confidential information with discretion
• Valid driver's license and reliable transportation
• Ability to work on-site Monday through Friday

Preferred

• Associate's degree or higher
• DOT, CDL, or certification tracking compliance experience
• Construction, utility, trucking, or field services background
• Experience with fleet, telematics, or workforce management software
• Notary Public commission, or willingness to obtain one

Schedule, Pay, and Benefits

• $20–25 per hour, depending on experience
• Daytime hours, Monday through Friday, in-office
• 401(k) with company contribution
• Paid holidays and paid sick time
• Monthly cell phone reimbursement
• Support for continued education and certification

Benefits are subject to eligibility requirements and plan terms.

Additional Information

Employment is at-will. After a conditional offer, employment is contingent on a background check. Criminal history is considered in accordance with New York Correction Law. Pre-employment drug screening is required for safety-sensitive and DOT-regulated positions, conducted in accordance with federal and New York State law.

Upstate Utility Services is an equal opportunity employer. We do not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity or expression, national origin, citizenship status, age, disability, marital status, familial status, military or veteran status, domestic violence victim status, arrest or conviction record, predisposing genetic characteristics, reproductive health decision-making, or any other characteristic protected by applicable law.

Benefits:

• 401(k)
• Professional development assistance
• Retirement plan

Work Location: In person