Administrative Assistant

Company Description

About Veolia North America

A subsidiary of Veolia group, Veolia North America (VNA) is the top-ranked environmental company in the United States for three consecutive years, and the country's largest private water operator and technology provider as well as hazardous waste and pollution treatment leader. It offers a full spectrum of water, waste, and energy management services, including water and wastewater treatment, commercial and hazardous waste collection and disposal, energy consulting and resource recovery. VNA helps commercial, industrial, healthcare, higher education, and municipality customers throughout North America. Headquartered in Boston, Massachusetts, Veolia North America has more than 10,000 employees working at more than 350 locations across the continent.
www.veolianorthamerica.com

Job Description

Pay Rate: $27.00 to $32.00 per hour.

BENEFITS

Veolia's comprehensive benefits package includes paid time off policies, as well as health, dental and vision insurance. In addition, employees are also entitled to participate in an employer sponsored 401(k) plan, to save for retirement. Pay and benefits for employees represented by a union are outlined in their collective bargaining agreement.

Position Purpose:

Provides administrative and clerical support to the assigned group.

Primary Duties/Responsibilities:

• Performs clerical and administrative duties including typing documents, correspondence and reports for their assigned department. Composes and initiates routine correspondence and memoranda. Edits and proofs documents for grammar, spelling, and clarity of expression, organization, and conformance to company specifications. Proofs art or graphics and verifies that art and text agree.
• Enters data from various sources to maintain and update various databases and spreadsheets. Ensures data integrity by verifying input and calculations.
• Creates, runs and distributes standard and customized periodic reports, to communicate follow-up requirements and to summarize reports, etc.
• Works with site management to develop and maintain recordkeeping, presentations, and reporting.
• Screens telephone calls and visitors. Answers basic questions and provides information. Takes accurate phone and verbal messages and ensures that messages are delivered in a timely manner.
• Maintains organized computer and/or hard copy files for easy identification and retrieval.
• Maintains inventory and proper documentation of parts used and/or restocked. Ensures that critical inventory levels are maintained. Prepares purchase requests for above items and coordinates with the purchasing department.
• Schedules & maintain calendar of meetings & travel itineraries. Occasionally coordinates associated arrangements. Occasionally plans, coordinates and makes arrangements for on-site and offsite conferences, meetings and special events. Ensures accurate and timely communication to involved parties.
• Create accurately coded requisitions for purchases by sites.
• Create change orders as needed to adjust PO's for pricing/quantity variances.
• Process and void receipts timely and accurately as needed.
• Reconcile invoices against purchases.
• Close and reopening PO's when necessary.
• Create subcontract agreements with accurate information from legal templates.
• Communication with the tax team on non-taxable items where the system has recognized tax and/or recognizing the lack of tax on vendor invoices.
• Utilize software program to clear invoices that are missing purchasing information/non PO receipts.
• Clear GRIR on PO's to clear residuals.
• Read and understand contract language for your site(s) to correctly assign coding to the right accounts for purchases.
• Complete monthly reconciliation of credit card usage through software program.
• Understand and verify subcontract agreements with vendors as needed.
• Manage and deliver fixed fee invoices to the client in a timely manner.
• Accurately process billable items to the client on a monthly basis.
• Understand contract language in regard to dates and format invoices shall be submitted.
• Manage the documents for invoice and back up support submitted to client.
• Understand accrual accounting methods.
• Full understanding of how to read month end financial reports.
• Monthly reconciliation of general ledgers and reallocation of incorrect items.
• Address and Reclass items that are not located under the correct coding.
• Review monthly reconciliation.
• Book travel and accommodation for site staff.
• Obtain fleet insurance cards.
• Audit fuel cards and vehicle use.
• Know how/where to obtain Bonds and COI.
• Other duties as assigned.

Work Environment:

• Spends most of time in an office environment.
• Occasional visits to plant areas.
• Possible Work Hazards: Must take care in moving or lifting supplies. Infrequent exposure to plant hazards including noise, heavy equipment, chemicals and fumes.

Qualifications

Education/Experience/Background:

• High school diploma or GED with a clear understanding of general math and the ability to read, write and comprehend written and verbal English. Some knowledge of general office practices and procedures.
• One to three years internal or directly related experience with knowledge of departmental function, terminology and interrelationships.

Knowledge/Skills/Abilities:

• Must demonstrate effective oral and written communication skills with good vocabulary, good grammar and the ability to independently compose routine written communications. Good telephone etiquette.
• PC skills with good working knowledge of MS Word, MS PowerPoint, MS Excel, Google Docs, Google Sheets, Google Drive and other departmental software programs. Ability to maintain spreadsheets and modify formats in order to complete assignments.
• Must demonstrate ability to pay close attention to details, and present good planning, organization, and time management skills.
• Must be able to work effectively with interruptions and meet or exceed production and quality goals. Ability to handle confidential or sensitive information or issues.
• Must demonstrate ability to work in a team environment and willingness to assume additional or new responsibilities readily.

Required Certification/Licenses/Training:

• Employee Orientation.
• Cross Training and Systems Training where required.
• Training to keep abreast of new technology, industry trends and practices to improve efficiency.
• Performs some advanced functions as part of training and development.

Physical Requirements:

• While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear.
• The employee is occasionally required to stand; walk; and stoop, kneel, or crouch.
• The employee must occasionally lift and/or move up to 25 pounds.
• Specific vision abilities required by this job include close vision, distance vision, color vision, and ability to adjust focus.

Additional Information

We are an Equal Opportunity Employer! All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.

Disclaimer: The salary, other compensation, and benefits information is accurate as of the date of this posting. The Company reserves the right to modify this information at any time, subject to applicable law.