Job Openings >> Administrative Assistant - Switchgear
Administrative Assistant - Switchgear
Summary
Title:Administrative Assistant - Switchgear
ID:1013
Department:Administrative
Description

This position will be working as an Administrative Assistant supporting the Switchgear Department in an office space that is housed within a warehouse.

 

Summary:  Provides administrative and organizational support to Switchgear/Testing Manager. Responsible for gathering information from various sources (Contract Manager, Payroll, Accounts Payable, etc.) to accurately and timely bill for services performed and to issue purchase orders.  Responsibilities also include payroll and backup dispatching for field personnel.

 

Essential Duties and Responsibilities include the following. Other duties may be assigned.

  • Answers phones, routes calls, takes messages and forwards calls and messages to appropriate persons. 
  • Maintains various filings for the Switchgear Manager. 
  • Creates, revises, or reproduces various business documents including letters, memos and reports.  Types, copies, faxes, mails and files such documents.
  • Assists Switchgear Manager in preparing and distributing various documents including but not limited to:  bid packages, submittals, and billing documents.
  • Receives and inputs time sheet information and corrections into payroll system. 
  • Interacts with field personnel on various topics including but not limited to: purchase orders, materials and payroll issues.
  • Processes Time and Material billing on an hourly or mark-up basis in a timely manner and in accordance with customer billing requirements.  Performs reconciliations to ensure that the bill adequately exceeds the actual labor and material expenditures for the same period.  Researches and resolves discrepancies to ensure that Cleveland is paid its cost plus the contractually agreed upon margin.  Ensures that material invoices and timesheets are properly included with rates on all time and material billings.
  • Ensures invoice information balances and vendor lien waivers are processed prior to keying and mailing invoices.
  • Sets up and maintains specific project information and accurate job numbers in the computer system.
  • Organizes and files appropriate documentation in the Job Folders, including copies of invoices, purchase orders, lien waivers, and other billing information.
  • Ensures incoming checks are applied to the appropriate job and resolve any invoice number issues.
  • Resolves all customer invoice disputes and process “Clear” items by making adjusting entries to customer invoices at the direction of the Contract or Group Manager or to correct clerical errors.
  • Assists managers in ensuring that invoices are paid timely and accurately by utilizing the invoice log and aged report.
  • Assists Contract Managers and field personnel in purchasing by issuing purchase order numbers and keying orders into the system.  Generates pricing and delivery time for products needed on project sited.
  • Maintains familiarity with and ensures compliance with ISO policies and procedures.
  • Provides support and backup to other Service positions as needed
  • Coordinates travel for Service Division as needed.
  • Backup dispatching as needed.

Competencies                                                   

To perform the job successfully, an individual should demonstrate the following competencies:

 

  • Oral Communication - Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Participates in meetings.
  • Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.
  • Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time; Supports the organization's goals and values; Supports affirmative action and respects diversity.
  • Multi-Tasking – Strong ability to work independently with little to no supervision.

 

Qualifications Only minimum qualifications necessary to perform job functions.

  • Education and/or Experience-High school diploma or general education degree (GED); or one to three months related experience and/or training; or equivalent combination of education and experience.
  • Language Skills-Ability to read and comprehend simple instructions, short correspondence, and memos.  Ability to write simple correspondence.  Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.
  • Mathematical Skills-Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.  Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
  • Reasoning Ability-Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.  Ability to deal with problems involving several concrete variables in standardized situations.
  • Computer Skills-To perform this job successfully, an individual should have knowledge of Spreadsheet software and Word Processing software.                                                                                                             

Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • While performing the duties of this job, the employee is frequently required to sit and use hands to finger, handle, or feel. The employee is occasionally required to stand; walk; reach with hands and arms and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds.

Work Environment 

This position will be located within an office environment that is housed in a warehouse.  Outside of the office space, the employee may occasionally be exposed to moving mechanical parts and the noise level may be louder.

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