Administrative Assistant

Our client, a major refinery, is looking for an Administrative Assistant in Anacortes, WA.

The successful candidate will provide advanced administrative support and assist in the technical support of department operations.

Long term contract role 9/80 schedule Hourly wage: $24 to $32 (based on experience) Medical benefits, paid time off and Holidays

ESSENTIAL JOB DUTIES/RESPONSIBILITIES

• Prepares and may distribute complex correspondence, reports, studies, forms, invoices, and documents
• Performs daily office support responsibilities (i.e. faxes, copying, filing, labeling, typing, departmental travel arrangements, etc.)
• Coordinates Emergency Response Team training logistics and travel arrangements.
• Processes all department mail (i.e. incoming and outgoing courier, overnight packages, certified mail, etc.)
• Schedules meeting and conference rooms
• Coordinates, orders and manages office supplies and materials as required to support maintenance or other assigned department activities, ensuring smooth operations and accuracy of orders, meeting delivery requirements, and reconciling invoices and delivery receipts
• Compiles and analyzes data, making calculations and preparing reports as requested
• Coordinates work between departmental units and other departments; communicates department project information or any other requests
• Develops administrative policies and procedures as required; may research technical and policy issues and assist in the implementation of recommendations
• Researches, designs, and/or edits presentations such as brochures, newsletters, forms, manuals, reports and charts
• Responds to complex inquiries concerning the company or department and screens calls for department management
• Prepares, interprets and distributes information
• Performs duties as department document and record control coordinator including coordinating and maintaining record keeping and filing systems
• Acts as backup for other administrative staff

Other duties may include some or all of the following:

• Participates in the development, monitoring and justification of the budget
• Verifies and processes expense statements
• Tracks absenteeism, vacation time, overtime, call out opportunity and other related personnel scheduling and may process Payroll timesheets. Review unauthorized time with Supervisor and if applicable schedule in timekeeping system along with other off-times
• Organizes vacation scheduling for hourly and salaried employees
• Provides IT training logistics and administer department on-boarding process
• Assist with management of department vehicle fleet license and registration
• Maintains accurate record keeping for Purchase/Expense reconciliations, and coordinate with Materials
• Management to develop new supply ordering/purchasing numbers
• Assist with exception time reporting for payroll, by inputting and reviewing special assignment or overtime requirement work schedules, printing and distributing bi-weekly schedules, and auditing vacation and sick time

EXPERIENCE:

A minimum of three years of on-the-job experience is required.

EDUCATIONAL LEVEL:

A minimum of a High School Diploma or equivalent is required.

REQUIRED SKILLS:

Strong word processing, database, spreadsheet and other applications skills including Access, Payroll and Purchasing Systems depending on assignment. Ability to write programs within Access required at some locations. Knowledge of office management principles and practices and administrative procedures. Advanced organization skills required. Ability to implement new systems and procedures and to evaluate their effectiveness; supervise others; and effectively interpret plans and procedures. Team player, self starter, independent worker, good time management and analytical skills and priority setting ability. Ability to effectively communicate with others, both in written and verbal communication; to work independently and perform basic mathematical calculations.

All employees are expected to work safely every day and be safety & environmental leaders. This includes active participation in the following:

· Stops and/or reports any unsafe work or conditions · Follows safety & environmental policies and procedures · Supports safety & environmental goals and initiatives · Participates in safety & environmental meetings, training, emergency drills and hazard recognition programs

· Reports all accidents, injuries and near misses, and participates in associated investigations · Participates in industrial hygiene, medical surveillance and behavior based safety programs

Apply now for immediate and confidential consideration!

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