Administrative Assistant II

Job Description

Under general direction, provides administrative support to the Plant including but not limited to processing invoices, payroll, and communicating monthly hours to the appropriate departments

• Vouches vendor invoices ensuring accuracy & assists vendors with questions or problems as they arise, including all union benefit funds.
• Processes vendor invoices ensuring accuracy & assists vendors with questions or problems as they arise.
• Regular contact with local management and various levels of personnel from Corporate office.
• Regular contact with all vendors & Maintains all invoice files.
• Reports month end accruals to Corporate Accounting Dept.
• Processes weekly and bi-weekly payroll hours in ETime for 100 employees and distribute paychecks.
• Works closely with department managers concerning overtime hours and benefit time being used.
• Maintains accurate records and benefit time on the books.
• Handles all Sick, Personal and Vacation payouts for immediate area.
• Implements all raises to HR and Payroll Depts.
• Create and distributes all interoffice memos.
• Reports all weekly hours worked to immediate department supervisors.
• Audits weekly final managers’ payroll reports for departmental approval.
• Reports all monthly hours worked to ESH and immediate managers.
• Reports all DOT hours to Transportation, In-Service & Operation Manager.
• Manages traffic violations for Metropolitan area.

Qualifications

• High school diploma or GED
• 3+ years of experience providing administrative support including payroll entry, generating reports, and some bookkeeping/accounting experience

Preferred Qualifications:

• Bachelor’s degree is a plus
• Demonstrates excellent working knowledge of Microsoft Word, Excel, and Outlook
• Attention to Detail – Demonstrates the ability to review or proofread work for accuracy; complete specific projects or assignments independently; concentrates on tasks at hand, even in distracting work environments.
• Adaptability – Ability to modify behavior, as needed to maintain effectiveness in a changing situation; and with varying tasks, responsibilities, or people.
• Demonstrates the ability to efficiently manage own time, activities and resources. Identify specific activities required to accomplish objectives, rank them in order of importance, and coordinate and act to achieve desired results; prioritize complex multiple activities and projects. Recommends improvements to prevent reemergence of resolved issues.
• Initiative – Actively attempts to influence events to achieve results. Knows when to originate independent action to achieve goals. Is self-starting rather than passive accepting. Demonstrates the ability to function independently; resolve problems without direction.
• Analytical Problem Solving – Ability to gather and analyze facts and data and draw correct inferences from the information. Weighs alternatives and presents logical solutions to problems.
• Team Participation – Demonstrates the ability to cooperate with others on projects, which require input from various sources.
• Listening – Receives ideas, thoughts, and information from others without interrupting. Shows interest in what is being said and asks questions to ensure correct understanding.

Physical and Mental Demands

• Must be able to regularly access and use general office equipment including phones, computers, copiers, etc.
• Must be able to work in a busy, often distracting work environment that is generally climate controlled.
• Must be able to lift up to 20 pounds unassisted on an occasional basis.
• Must be able to sit for long periods of time.
• Must be able to stand or walk for long periods of time.

Additional Information

All your information will be kept confidential according to EEO guidelines.

We offer competitive benefits, including health, dental and vision insurance, life insurance and disability plans, as well as a 401k with company matching.

We provide equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, veteran status or genetics. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

If you have a difficulty applying for any job posted on Harsco Clean Earth’s website because a disability prevents you from using the online system, Clean Earth offers the following alternate application procedure: Contact John McKenzie, HR Manager - 267-512-4150and Clean Earth will arrange for an alternate method of applying and will consider your application together with all other applications received for the job. Please call only for disability application.