Administrative Assistant - Operational Services & Administrative Services

Position Overview

National EWP is seeking qualified candidates for a full-time Administrative Assistant – Operational Services & Administrative Services position at our Elko, NV office. Reporting to the Administrative Services Manager, the Administrative Assistant will focus on managing all compliance, registration, and records for the company’s equipment, additionally acting as a backup for the Office Manager and support in general essential administrative functions.

This position is Monday through Friday, 8 am to 5 pm. The pay range is $24.00 - $26.00 per hour depending on experience.

To learn more about National and to apply online, please visit: https://www.nationalewp.com/

Essential Functions

Duties may include, but are not limited to the following:

Operational Services:

COMPLIANCE AND REGULATORY: 

DMV

• Renew all registrations and log in DMV renewal Excel for upcoming renewals.
• Manage any changes on titlesand all state changes. 
• Forward all registrations to offices the unit is based out of.
• Log new expiration dates or new plate numbers in VP CO 40 & 51 and attach new registrations.

Annual 2290 Filing-Schedule of Heavy Highway Vehicles registered at 55K and over-Enviro & Mining EXP 

• Report all vehicles registered at 55K and over.
• Calculate last year’s miles driven. Calculate if it will drive over 5K miles the next year.
• Have the Operational Services Manager, once approved send to President & CFO to approve. Once approved by all send to CPA to file online.
• 2290 filing is also needed to be able to register these vehicles and renew registrations.

Annual NV Fleet Renewal 

• Review renewal sent by the motor carrier. (Add all vehicles apart from mechanics trucks that are in Arizona full time)
• Send to the Operational Services Manager to review and see if he would like to remove any units from the renewal.
• Add or delete any units and make corrections. Submit 2290 if there are any changes and submit to Motor Carrier.

Miscellaneous

• Annual UCR Renewal. 
• Assist Windmill (parent company), with any information needed that is equipment related.
• Renew Amber Light Permit annually.
• IFTA (processing of IFTA vehicles, report annually).
• Manage Keep Trucking Account (review driver’s logs).
• VIN inspection on new vehicles.
• Add equipment to California PERP, DOORS, and TRUCKERS (renew what is in PERP every year).

MAINTENANCE PROGRAM:

General

• Collect Equipment Service Records every 10 days and enter hours and miles.
• Open & Close necessary work orders.
• After all reporting has been verified run schedule maintenance reports. (Items a month or over, send email to Operations Supervisors and cc GM to bring to their attention).
• Update and maintain the services due spreadsheet and equipment schedule.

SEC-License Renewals

• Nevada Department of Motor Vehicles- Annual NV DMV Dealer Bond & Dealer plates
• Annual NV Sales Tax 
• Annual City of Elko-Business License

ADMINISTRATIVE SUPPORT:

President’s Equipment List

• Update the equipment list whenever there is a change in department, driver, plate, and expiration date.
• Add new equipment to the list and delete any sold units.

Annual Insurance

• Provide CFO with sold and new equipment/vehicles to be added to annual insurance renewal
• Correct spreadsheets of vehicles and equipment.
• Ensure the company has copies of or access to new vehicle insurance cards at renewal time and throughout the year. 

Recalls

• Keep track of all new and non-completed recalls
• Reach out to drivers and mechanics to have the recalls completed and have backup documents sent in.

Dealer Plates

• Manage dealer plates, where they are being used, and make sure they are returned.
• Make sure dealer plate registrations are renewed annually by the Elko office.
• Motor Carrier will send a detailed report along with the quarterly payment stubs. Submit to Operational Services Manager. Submit to CFO for approval to pay. Once approved send to AP to cut a check.
• Once the Motor Carrier has received payment they will process, print new registration cards, and mail them to the Administrative Services Manager for distribution.

DOT:

Qualifications

• High school diploma or equivalent required.
• Any combination of experience and education would likely produce the required knowledge and abilities. 
• Proficiency in Microsoft Office applications – Word, Excel, and PowerPoint required. 
• Ability to communicate effectively both verbally and in writing.
• Excellent time-management skills and the ability to prioritize work, with a strong attention to detail required.
• Strong organizational and problem-solving skills required.
• Ability to occasionally address emergencies after hours. 

National EWP is an Equal Employment Opportunity Employer