Administrative Assistant

Administrative Assistant

Apply for the opportunity to join our team dedicated to preserving and protecting Texas waters.

The Administrative Assistant provides administrative support for their assigned location or department. Specific responsibilities and reporting relationships will vary based on the employee's assigned administrative function. This position serves as the main Administrative Assistant and provides primary administrative support for the laboratory, including reception, telephone coverage, purchasing, billing, record keeping, and other general administrative functions. This position also backs-up the Quality Assurance Administrative Assistant, which provides support for the Quality Assurance department, including documentation, records, data entry, oversight of qualifications and certifications, QA deadlines, and other assigned quality-related administrative functions. Administrative Assistants are expected to cross-train on essential functions and provide backup support to each role as needed to ensure continuity of laboratory and departmental operations. This position reports to the Laboratory Manager.

Typical Duties and Responsibilities

Reception of guests and contractors; set-up for meetings as required. Direct traffic and connects guests with internal employee contacts.

Ensure all visitors sign in and are properly accompanied and have required PPE while in the facility.

Operate entrance gate for visitors after obtaining identification.

Assign gate codes for visitors that have access to the facilities over an extended period

Answer telephones and give information to callers or route call to appropriate official and places outgoing calls.

Schedule appointments and meetings to calendar. Keeps employee vacations/absences on calendar.

Prepares and files meeting sign-in sheets.

Assist site staff with administrative duties.

Compiles and types reports maintain related databases and enter new data.

Develops correspondence for review and approval. Complete a variety of reports as required by local, state, and federal regulations as assigned.

Achieve-Record Keeper/SharePoint.

Coordinate and execute event planning for special events as assigned.

Prepare and enter purchase orders. Provide purchase orders to employee buyers or to vendors as instructed. Obtain subsequent approvals to pay from various lab staff and process invoices.

Order office supplies and distribution and maintain and manage stock in office supply room.

Oversight for employee purchase of boots and prescription safety glass.

Schedule and support pre-draws and annual employee physicals.

Breakroom purchase and daily distribution of snacks.

Oversee Unifirst uniform service.

Perform other duties as required.

Is back-up to other site administrative staff.

Knowledge, Skills, and Abilities

Proficiency with use of Microsoft Office Suite: Word, Excel, Project, PowerPoint, Outlook, SharePoint.

Good organizational and time management skills.

Excellent customer service skills and interpersonal skills.

Ability to maintain sensitive and confidential information.

Ability to multi-task and handle changing priorities under tight schedules, timeframes and deadlines.

Ability to work non-standard workdays and extended hours as necessary.

Knowledge/proficiency of the GCA Purchasing procedures as needed.

Knowledge and experience operating general office equipment.

Environmental Conditions

Must be capable of travel, including driving, to and from remote facilities.

Work is performed indoors and outdoors in extreme heat (100 OF) and cold (32 OF) in all weather conditions.

Work is performed indoors and outdoors at an industrial, laboratory and office setting.

Education, Certification, and Experience Required

High school diploma or equivalent

Demonstrated experience as an administrative assistant.

Valid Class "C" Texas Driver's License and meet Authority motor vehicle insurance carrier requirements for insurability.

Pass site specific safety training requirements.

Physical Requirements

Ability to sit for long periods while performing various assigned tasks, such as operation of PC, reading and writing and preparing reports and/or support documentation.

Ability to kneel, stoop, crouch, squat, and twist body while performing task such as filing or storing office supplies.

Ability to grasp with hands and manipulate equipment such as computer keyboard, mouse, calculator and other related office or laboratory equipment.

Ability to lift heavy, bulky items such as storage boxes and supplies weighing up to 40 lbs.

Must be able to wear all PPE as required by Authority safety and loss prevention guidelines.

Work involves performing job duties under tight deadlines.

Ability to safely operate company vehicle.

Salary Range

$24.42 - $31.46

If you like wild growth and working with happy, enthusiastic over-achievers, you'll enjoy your career with us!