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SalaryJob Title: Administrative Support – SIS Prattville
Department: SIS Prattville
Reports to: Administrative VP; Branch Manager Prattville
Status: Non-Exempt
Summary of Position: The Administrative Support is responsible for providing administrative support to the SIS Prattville site and coordinating all activities with the corporate office to ensure efficient operations.
Essential Functions:
- Provides administrative assistance to ensure the region operates in accordance with established safety procedures and policies and is in compliance with OSHA and DOT rules and regulations.
- Ensures ethical behavior and compliance with the Code of Conduct for all activities within the area of responsibility.
- Compiles and inputs daily job sheet and daily work tickets and forwards to Mobile office by 10:00 am each day.
- Inputs all jobs into Jaray's job order system daily.
- Frequently communicates with Mobile Dispatch office regarding jobs.
- Generates purchase requisitions and orders for all items purchased by the Prattville office. Records are maintained in a central binder for reference.
- Ensures all purchases are billed to a customer or on a work ticket as needed.
- Reviews and updates all invoices received by the Prattville office. Ensures these are forwarded to Mobile immediately. (i.e., G&K, etc.)
- Compiles new hire paperwork and sends to Mobile office on time. Ensures all paperwork and required documents are completed accurately.
- Distributes weekly recap sheet for hours worked to all Prattville site personnel. These are available to print by Monday at 2:30 pm.
- Ensures all employees receive a copy, review, and approve weekly recap sheet and hours worked for payroll processing. Employees will advise the Admin Assistant if hours are approved or if changes are needed. Once timesheets are finalized, the Admin Assistant communicates to the Mobile Dispatch office no later than 10:00 am on payroll Tuesday for processing.
- Types quotes for work for Pensacola customers.
- Confidentially handles sensitive information.
- Responds to and resolves administrative inquiries and questions.
- Oversees the completion of new hire forms, including I-9 completion, compensation, and benefit documentation.
- Works when scheduled and complies with company attendance policy.
- Attends all safety and health training, as required.
- Observe and practice all safety procedures and personal policies (e.g., safety glasses, earplugs, face shields, etc.)
Skills, knowledge, and abilities: (these are required to enable job holders to perform the job's essential functions).
- Must have exceptional customer service skills with the ability to communicate with co-workers and customers professionally.
- Must be able to maintain an effective working relationship with and among co-workers and supervisors.
- Must be able to use applied knowledge to formulate positive solutions to problem situations.
- Must be able to read, write and communicate in English effectively.
- Must have above-average computer skills, including Microsoft Office products.
- Ability to communicate orally, in writing, and uses emotional intelligence to work through challenges and issues.
- Proactive and independent with the ability to take the initiative.
- Excellent time management skills with a proven ability to meet deadlines.
- Must be a team player with a positive attitude.
- Must be able to add, subtract, multiply and divide, using fractions and decimals.
- Must be able to work well under pressure and manage priorities.
- Must be able to demonstrate organizational skills and attention to detail.
- Must be able to lift and carry up to 15 lbs. occasionally with or without assistance.
- Must be able to sit for extended periods while using hands, fingers, and wrists repetitively on a keyboard.
- Must be able to see within normal range with or without corrective lenses.
- Must be able to stand and walk throughout the day.
- Must be adaptable to change with short notice.
Marginal Functions: (Duties that are likely to be assigned to this person unless they prove unable to perform them after receiving training and/or accommodations that the company judges appropriate).
- Other clerical duties as assigned
- Support of all administrative functions
- Travels as required
Experience/Education: High School Diploma or GED, 2-3 years clerical or administrative experience, preferably within a service, construction, or manufacturing environment. Must be able to pass a Non-DOT drug test and background check.
Work conditions:
Activities occur inside and outside. Office location; sits for long periods, using telephones and computers.
Ability to work plant outages as needed.
Smith Industrial Services is an Equal Opportunity-Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, pregnancy, sexual orientation, gender identity, national origin, age, protected veteran status, or disability status.
I have read and understand this job description and agree that I am able to fulfill the essential functions as stated above with or without accommodation. I further understand that it is my responsibility to request an accommodation, if necessary, to fulfill the essential functions of this position. Applicants that require accommodation in the job application process may contact 251-706-6401 for assistance.
