Administrative Support Specialist

Job Title: Administrative Support Specialist

Non-Exempt

Location: Kent, WA

Pay Rate: $24-$26/hr.

Our mission at American Power Systems, LLC is:

“Long-term relationships, not short-term wins.

We seek to earn partnerships with our employees, customers, and suppliers. We do this by providing quality DC products and services in a timely fashion, and at a fair market value.

Team success, not individual credit.

We focus on serving internal and external customers in a collaborative environment that is responsive, respectful, and supportive. Individuals will be recognized and compensated for their contribution to team success.

Humor and humility, not taking ourselves too seriously.

We are committed to professionalism and doing excellent work together. At the end of the day, it’s important to have times of shared laughter.”

Company Culture at American Power Systems

You will work with supportive, helpful people who want to collaborate on solving our customers’ challenges. Our people drive our business, and they operate in a trusting environment.

Why should I work at American Power Systems?

• Paid weekly- payday is every Friday.
• Paid holidays

Employee Benefits

• Employee health insurance: Medical & Prescription Drug, Dental, Vision,
• Basic Life & AD&D insurance
• Voluntary Employee Life Insurance
• Short-term disability
• Voluntary Long-Term Disability
• Employee Assistance Program
• 401(k) match and Safe Harbor Employer Contribution
• Up to 96 hours of Paid Time Off (prorated based on hire date)
• Christmas bonus

Position Summary:

We are seeking a highly organized and meticulous Administrative Support professional to join our team at American Power Systems, LLC. In this role, you will be responsible for providing administrative, accounting, and human resources support to departments, ensuring the smooth and efficient functioning of daily operations. The ideal candidate will have excellent communication skills, a strong work ethic, and a keen ability to multitask.

Key Responsibilities:

Administrative Support:

• Manage the front desk and lobby area, controlling traffic through the office.
• Assist departments with daily administrative tasks, such as organizing files, preparing documents, and managing schedules.
• Coordinate meetings, conferences, and events, including booking rooms, sending out invitations, and setting up equipment.
• Oversee incoming and outgoing correspondence, including emails, faxes, and postal mail.
• Maintain office supplies inventory and place orders, as necessary.
• Contact the property manager about repairs needed for the office.

Human Resources Support:

• Aid the Human Resources department with the recruitment process by reviewing resumes and identifying qualified candidates for open positions.
• Manage the badging process for employees, contractors, and visitors, ensuring that all individuals have appropriate identification and access to company facilities.
• Assist with onboarding new employees, including badging, orientation, and new hire paperwork.
• Follow up with employees about completing vendor, state, federal, and local required training.

Accounting Support:

• Utilize the Fieldglass system for managing client-specific tasks and requirements, such as time tracking, billing, and reporting.
• Process daily deposits, including both ACH and checks, ensuring that all transactions are accurately recorded and reconciled in the company's financial system.
• Prepare and send out customer statements via email or mail, ensuring accuracy and timelines.
• Review and confirm orders, send out order acknowledgments to customers, and update relevant internal systems with order information.
• Processing payments to utilities and vendors to pay for supplies, materials, and other expenses.
• Reconciling accounts and making notes of debits and credits that have not been posted.

Requirements:

• High school diploma or equivalent required; associate or bachelor’s degree in business administration or a related field preferred.
• Knowledge of basic accounting principles.
• A minimum of 2 years of experience in an Administrative Support role.
• Proactively anticipate, troubleshoot, and resolve errors and issues.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and experience with database management systems.
• Strong organizational, time management, multitasking, and organizational skills.
• Ability to work independently while following established procedures and policies.
• Excellent written and verbal communication skills.
• Ability to work independently and as part of a team.
• Self-motivated.
• Knowledge of Fieldglass and experience with badging systems are a plus.

American Power Systems, LLC is an EEO Employer.