What are the responsibilities and job description for the Administrative Assistant I position at SMITH INDUSTRIAL SERVICES?
Job Title: Administrative Assistant I
Department: Administration
Reports to: General Manager/Corporate Office Manager
Status: Non-Exempt
Summary of Position: The Administrative Assistant I provides support to Regions/Sites by performing routine clerical and administrative duties such as answering phones, providing customer assistance, data processing and bookkeeping to contribute to an efficient office operation in support of management.
Essential Functions
Work conditions: Activities occur inside and outside. Requires the ability to sit for extended periods and operate a computer, phone system, and other office equipment. Bend to file or retrieve documents. Must be able to lift and carry up to 10 lbs. with or without accommodation.
Smith Industrial Services is an Equal Opportunity-Affirmative Action Employer. All qualified applicants will receive consideration for employment regardless of 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.
Department: Administration
Reports to: General Manager/Corporate Office Manager
Status: Non-Exempt
Summary of Position: The Administrative Assistant I provides support to Regions/Sites by performing routine clerical and administrative duties such as answering phones, providing customer assistance, data processing and bookkeeping to contribute to an efficient office operation in support of management.
Essential Functions
- Provides administrative assistance to ensure the region operates in accordance with established safety procedures and policies and complies 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.
- Provides primary receptionist and office support duties by answering incoming calls, routing callers and answering employee request or questions.
- Scans, photocopies, files and faxes documents.
- Completes financial tasks ensureing accurate and timely pricing and billing of all job tickets.
- Ensures the Regional Manager reviews and approves all invoices before billing.
- Enters shop and safety/training tickets daily; ensures approval before entering.
- Ensures accurate hourly time on all work tickets for the area assigned.
- Scans to the Manager for approval if they are not in the office.
- Assist applicants with applications and onboarding.
- Assist new/rehires in completion of new hire forms, including I-9 completion, compensation, and benefit documentation.
- Resolves payroll time issues and corrections promptly as needed.
- Maintains clean and presentable office.
- Serves as backup for Admin II or III.
- Assist in orienting new staff on company policies and procedures.
- Support all administrative functions.
- 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.)
- Maintain confidentiality and be discreet in handling and processing confidential information and data.
- Must have exceptional customer service skills and communicate professionally with co-workers and customers.
- Demonstrated relationship-building skills with other employees; must work well in a team environment.
- Excellent communication ability required, both written and oral, across various subject areas.
- Professional phone etiquette skills.
- Excellent time management skills with a proven ability to meet deadlines.
- Ability to function well in a high-paced and, at times, stressful environment.
- Must possess a safety-first attitude.
- Must be a team player with a positive attitude.
- Proficient with Microsoft Office Suite or related software.
- Customer service oriented with a positive attitude.
- May periodically be required to travel to other locations.
- Must have the ability to secure and maintain a valid driver's license
Work conditions: Activities occur inside and outside. Requires the ability to sit for extended periods and operate a computer, phone system, and other office equipment. Bend to file or retrieve documents. Must be able to lift and carry up to 10 lbs. with or without accommodation.
Smith Industrial Services is an Equal Opportunity-Affirmative Action Employer. All qualified applicants will receive consideration for employment regardless of 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.
