Administrative Assistant

Job Description

Job Description

ob Description

** Johnson Service Group (JSG) is a nationally recognized professional staffing and recruiting firm that is looking for an experienced Administrative Assistant to fill a contract assignment in Calera, Alabama.

Job Title: Administrative Assistant

Work Location: Calera, AL 35040

Requirements:

Please send me your resume to [email protected]

Rates: $22.00- $27.00 per hour

Local Candidates only

US Citizen required.

The position will be supporting the Lab and Field Services groups in Environmental Affairs. This may require some driving to run errands and attend meetings. Additionally, the position may need to enter some of the lab areas, which may require safety glasses and PPE, as needed.

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.

Education:

Minimum of a Bachelor’s degree required, and administrative assistant certifications appreciated.

Experience:

At least 5-10 years of experience providing expert-level administrative support. Previous 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.

Minimum of a Bachelor’s degree required, and administrative assistant certifications appreciated.

Demonstrated experience and proficiency with 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.

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.

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.

This position requires driving (excluding commute)

This position requires personal protective equipment

This position may require some bending, lifting, climbing, prolonged sitting, prolonged walking, walking on gravel or crawling when necessary.

JSG offers medical, dental, vision, life insurance options, short-term disability, 401(k), weekly pay, and more. Johnson Service Group (JSG) is an Equal Opportunity Employer. JSG provides equal employment opportunities to all applicants and employees without regard to race, color, religion, sex, age, sexual orientation, gender identity, national origin, disability, marital status, protected veteran status, or any other characteristic protected by law. #D650

Company Description

Our people and culture make JSG a great place to work. JSG’s mission is to empower people, help our clients reach their goals, and hire motivated individuals.

Johnson Service Group, Inc. (JSG) is a North American leader in the staffing and consulting services industry, with 40 years of experience investing in people and companies. We are always looking for great people to join our team—we want to see your success here at JSG! We can be found locally in more than 30 offices throughout the United States and Canada. JSG continues to work diligently to offer our clients and candidates world-class service and diversified offerings to fit their evolving needs.

We offer medical, dental, vision, life insurance options, 401(k), weekly pay, and more.

Johnson Service Group (JSG) is an Equal Opportunity Employer. JSG provides equal employment opportunities to all applicants and employees without regard to race, color, religion, sex, age, sexual orientation, gender identity, national origin, disability, marital status, protected veteran status, or any other characteristic protected by law.

Company Description

Our people and culture make JSG a great place to work. JSG’s mission is to empower people, help our clients reach their goals, and hire motivated individuals.\r\n\r\nJohnson Service Group, Inc. (JSG) is a North American leader in the staffing and consulting services industry, with 40 years of experience investing in people and companies. We are always looking for great people to join our team—we want to see your success here at JSG! We can be found locally in more than 30 offices throughout the United States and Canada. JSG continues to work diligently to offer our clients and candidates world-class service and diversified offerings to fit their evolving needs.\r\n\r\nWe offer medical, dental, vision, life insurance options, 401(k), weekly pay, and more.\r\n\r\nJohnson Service Group (JSG) is an Equal Opportunity Employer. JSG provides equal employment opportunities to all applicants and employees without regard to race, color, religion, sex, age, sexual orientation, gender identity, national origin, disability, marital status, protected veteran status, or any other characteristic protected by law.