Administrative Analyst 3

Title: Administrative Analyst 3 ADMAN3

Location: Calera, AL 35040

Duration: 3 Years | Contract

Shift: Mon-Friday (standard)

Pay rate: $26 .

Job Summary

• We are seeking a highly organized and experienced Administrative Assistant to support approximately 70 employees, as well as supplemental workers, in the Environmental Affairs Lab and Field Services.
• This role reports directly to the General Manager (GM) and is crucial for ensuring smooth operations within the department.

Background:

• This position is the only administrative role supporting approximately 70 employees, as well as supplemental workers, in the EA Lab and Field Services and reports directly to the General Manager (GM).
• The position provides administrative support related to timekeeping, travel, expenses, calendar management for GM, planning meetings and events, and miscellaneous department requests for supplies and support.
• The Administrative Assistant performs critical accounting functions such as tracking contracts, initiating PR/POs, and processing invoices for payments, which require proficiency in Oracle and Maximo systems.
• The nature of the Environmental Affairs budget also requires this position to assist with accounting responsibilities.
• The position is a key point of contact and handles many customer needs, including interacting with customers who deliver time-sensitive samples to the lab.
• The role helps direct customers to the right project manager for sample processing.
• Moreover, coordinating various maintenance and repair requests and addressing safety concerns with the Facilities Services Organization are essential job functions.

Key Responsibilities:

• Provide expert-level administrative support related to timekeeping, travel, expenses, and calendar management for the General Manager.

• Additionally, provide support to employees related to these administrative responsibilities.
• Lead the coordination, organization and planning of high-profile meetings, conferences, and events, including all logistics, agendas, and follow-up actions.
• Perform critical accounting functions such as tracking contracts, initiating Purchase Requisitions (PRs) and Purchase Orders (POs), processing invoices for payments, and completing lab and field billing. These tasks require proficiency in Oracle and Maximo systems.
• Strong attention to detail is required to provide effective administrative support, as well as accurate information and reporting.
• Conduct research to gather and analyze data and compile comprehensive reports to support strategic decision-making and planning. Assist with budget tracking, expense tracking, and financial reporting, ensuring accuracy and compliance with company policies.
• Demonstrate a safety-first mindset and wear appropriate personal protective equipment (PPE), when needed.
• Provide exceptional customer service and act as a key point of contact for customer needs and stakeholders. This includes interacting with and assisting customers who deliver time sensitive samples to the lab.
• Demonstrate strong communication and interpersonal skills, with the ability to interact effectively with a diverse group of employees and stakeholders.
• Prepare, edit, and review complex documents, reports, presentations, and correspondence, demonstrating an advanced level of proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
• Coordinate various maintenance and repair requests and address safety concerns with the Facilities Services Organization.
• Handle highly sensitive and confidential information with utmost discretion and professionalism, always maintaining a high level of confidentiality.
• Provide miscellaneous department requests for supplies and support. Routinely order supplies needed to maintain effective operations.

Requirements :

• 5-10 years of experience providing expert-level administrative support is preferred. Previous Client experience as an administrative assistant with a strong track record of performance is highly preferred.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software is required.
• Demonstrated experience and proficiency with Client Enterprise Foundation systems including Oracle, Maximo, Timekeeping, and PaySource are highly preferred.
• Ability to manage calendars, schedules, and appointments independently.
• Experience in organizing high-profile meetings, conferences, and events, including logistics, agendas, and follow-up actions.
• Strong communication and interpersonal skills to interact effectively with diverse stakeholders.
• Ability to handle highly sensitive and confidential information with discretion and professionalism.
• Experience in budget management, expense tracking, invoicing and financial reporting.

Accounting and Budgeting Responsibilities:

• Ability to create Purchase Requisitions (PRs) in Maximo and manage Purchase Orders (POs) in Maximo; ability to code non-PO invoices and submit to approver in Oracle.
• Experience processing and tracking invoices in Oracle. Ability to receive e-mail requests with invoices from requestors and submit invoices to Accounts Payable (AP) for payment, including both PO invoices and non-PO invoices (~50 per month).
• Ability to learn APC procurement and payment procedures, log invoices submitted to Accounts Payable (AP) into spreadsheet, and track status through being paid.
• Demonstrate adaptability to learn accounting system (e.g., POETs), look up POs and contracts in Maximo, look up invoices and determine status in Oracle; understand invoice holds process and work with AP to release or resolve holds.