Admin Asst I - Water Works

SUMMARY

The Service Administrative Assistant provides administrative and clerical duties to support the Company. This job function mainly supports the Service Department but may provide additional assistance in other departments as assigned.

SCHEDULE: 7 AM - 4 PM Monday-Friday

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Provides administrative support focused on the Service Department, including but not limited to: verifying correctness of submitted paperwork, processing incoming CSRs for timely and proper completion, and matching contracts and purchase orders with performed work documents.
• Provides back-up assistance to the Service Coordinator in the event of absence by answering incoming service calls, documenting scheduling requests or changes, providing customers with administrative support, and preparing requested administrative paperwork for service technicians.
• Maintains records of administrative documents within the Service Department by scanning and digitally filing relevant paperwork.
• Supports with maintaining inventory control by following procedures on providing delivered and received products from Service in Odoo.
• Reviews service contracts to identify billable services from performed tasks by the Service department.
• Creates draft invoices for Accounting department to review related to Service.
• Enters in backlog of services to be completed for forecasting.
• Participates in physical inventory counts in conjunction with the Procurement department upon request.
• Maintains cleanliness of common areas (conference room and kitchen).
• Maintains copy machines in assigned area, stocks paper, and assists users.
• Creates memos, correspondence, employee announcements reports, and other documents as necessary.
• Supports other departments with administrative tasks as needed.
• Supports departmental colleagues with event planning and execution.
• Performs other clerical duties as needed, such as filing, photocopying, scanning and collating.
• Assists with special projects company-wide as assigned.
• Assists with A/R collections initiatives as directed.
• Prepares documents for off-site storage.
• Practices confidentiality when interacting with sensitive Company information.
• Adheres to company-wide and department policies, procedures, and processes.
• Follows adopted procedures in order to report accidents, hazards, incidents, or unsafe conditions to immediate supervisor.
• Other duties may be assigned.

QUALIFICATIONS

To perform this job successfully, the individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

Association’s degree (AA or AS) from an accredited college/university in related field; with a minimum 2-years’ experience in admin support; or equivalent combination.

LANGUAGE SKILLS

Ability to read, analyze, and interpret the most standard documents. Excellent listening, written and oral communication skills.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply, and divide.

REASONING ABILITY

Ability to solve practical problems. Possess excellent interpersonal and customer service skills via telephone and face to face interactions. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. Ability to independently perform high level service. Must have the ability to maintain a high level of confidentiality; strong organizational and time management skills and detail oriented; good follow through skills; and the ability to prioritize and work effectively with all departments Ability to work independently and productively. Ability to work under pressure and adapt quickly to change.

COMPUTER SKILLS

To perform this job successfully, an individual should have hands-on experience of MS Office Suite and E-mail.

PHYSICAL DEMANDS

The physical demands described herein are representative of those that must be met by the employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to stand, walk and sit for long periods of time. Fine motor actions of hands, wrists and fingers are required along with the ability to withstand repetitive hand, wrist and finger movement. The ability to use hands to manipulate finger, handle or feel is required. The employee must be able to reach with hands and arms; and to talk, see and hear. The employee may be required to stoop or crouch. The employee must regularly lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision and ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described herein are representative of those the employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee regularly works in the manufacturing environment. May be exposure to chemicals in relations to products. The noise level in the work environment is moderate.