Administrative Assistant

Role: Administrative Assistant

Location: Miami, AZ (Onsite)

Job Description:

Under general supervision, provide complex and diversified administrative support for the leadership and staff of a functional unit at the assigned site.

Key Responsibilities:

• Coordinate the daily operation of the unit.
• Prepare agendas, transcribe and distribute minutes of committees, commissions, and meetings.
• Perform complex, diversified, and specialized administrative work for site leadership or functional unit staff, including the preparation and typing of memoranda, letters, and reports.
• Create computer forms, templates, and tables, and compile statistical data.
• Review and recommend new or enhanced operating procedures.
• Set up and maintain complex electronic and paper filing systems.
• Coordinate or prepare a wide variety of complex financial and operational reports.
• Coordinate collection and presentation of budget data.
• Interpret established policies and provide information for resolving issues.
• May serve as Notary Public.
• May attend meetings with or as a representative of their supervisor.
• Perform other duties as requested.

Qualifications:

Minimum Qualifications:

• Three (3) years of administrative experience.
• Solid computer skills in office word processing, email, spreadsheet, and presentation applications.

Preferred Qualifications:

• Microsoft Office Suite: Proficiency in Word, Excel, PowerPoint, Power BI, and Outlook for document creation, data analysis, presentations, and email management.
• Maintenance Management Software: Familiarity with tools like CMMS (Computerized Maintenance Management Systems) or SAP for tracking maintenance activities, managing work orders, and scheduling preventive maintenance.
• Database Management: Experience with data entry, organization, and database systems to maintain accurate records.
• Email Management: Proficiency in managing emails, scheduling, and using email clients effectively.
• Calendar Management: Experience in scheduling appointments, meetings, and managing calendars electronically.
• Virtual Meeting Platforms: Familiarity with platforms such as Zoom, Microsoft Teams, or WebEx for virtual meetings.
• Document Management: Skilled in using document management software to organize and store files.

Criteria/Conditions:

• Personal protective equipment (PPE) is required when performing work in a mine, outdoor, manufacturing, or plant environment, including hard hats, hearing protection, safety glasses, safety footwear, respirators, rubber steel-toe boots, protective clothing, gloves, and other required protective equipment.
• Company promotes a drug/alcohol-free work environment through mandatory pre-employment drug testing and ongoing random drug testing as per applicable state laws.

Additional Requirements:

• Candidates may be required to pass a medical exam.
• Candidates must pass all required training and/or testing.
• Employees may be required to work a non-standard schedule, which may include shift work (other than day shift) at a 24/7, 365-day operation.
• The company promotes a drug/alcohol-free work environment using mandatory pre-employment drug testing and ongoing drug and alcohol testing, as allowed by applicable laws.