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Office Assistant II

2 months ago

Sacramento, United States Teichert Full time
Position Description

Purpose
The purpose of this role is to perform a variety of administrative and general office tasks that support the Executive Assistant and staff in the Materials division and other business units that contributes to the smooth operation of office services. This position supports the administrative function goals and objectives through completing technical/administrative projects accurately and on time, providing ongoing support as required, and proactively resolving challenges and issues as they pertain to office services.

Focus & Scope
Essential duties and responsibilities, i.e. those which are basic, necessary, and an integral part of the job, are indicated below:
  1. Works and cooperates with other disciplines (across company lines) to ensure maximum and best use of resources. Builds and maintains positive working relationships with internal and external customers through professional and courteous interactions.
  2. Professionally represents the company at community and customer events, including events outside of standard working hours. Assists Executive Assistant with entertainment events.
  3. Assist in developing a file organization system. Maintain office records and files through accurate and timely processing of documents, setting up and maintaining department files.
  4. Coordinates community donation requests as well as scheduling of attendance and collection of necessary back up material.
  5. Administers mail service for the business unit. Includes sorting, opening, date stamping and distributing interoffice/interproject mail and faxes, receiving packages, letters, etc. as required and signing for parcels when necessary.
  6. Answers incoming calls and routes to appropriate person. Takes legible and accurate messages when necessary. May answer routine questions or follow-through on routine requests.
  7. Updates phone listing and ensure accuracy of information and timely distribution.
  8. Process and reconciles the entire accounts payable (AP) function for the Materials department including voucher purchase orders (PO) and non-PO invoices, expense reports and vendor invoices for payment/set-up. Verifies initial purchases, changes, and receipt of material; submits invoices to Finance department for payment.
  9. Provides customer service to Materials vendors regarding issues/questions about invoices. Research discrepancies and other billing issues.
  10. Maintains and orders sufficient stock of office supplies and other materials required for the business unit's activities, such as snacks, lunches, and holiday gifts.
  11. Maintains copy machines and other technical equipment including cameras and projectors in working order.
  12. Maintains Materials records for Pacific Storage; determines materials to be sent, creates labels for boxes and maintains binder of document inventory.
  13. Help with any other tasks assigned by EA and management.


Relationships, Qualifications and Requirements, & Competencies

Key Relationships

Reports To:
  • Executive Assistant

Direct Reports:
  • None

External Clients:
  • Customers and vendors, general public, and officials

Internal Clients:
  • All employees, specifically Materials Administrative Staff.

Role Qualifications & Requirements

Education:
  • Bachelor's degree or equivalent combination of experience and college level education.

Experience and Industry Expertise:
  • 2-5 years of administrative experience.
  • Knowledge of construction experience preferred.

Specific Job Requirements:
  • Successful completion of pre-employment drug, alcohol, and background investigation.
  • Valid Driver's License.
  • Current on all company required safety training.
  • Ability to preserve confidential and proprietary information and successfully avoid conflicts-of-interest.
  • Intermediate Computer Skills including Microsoft Office Suite and other graphic/creative software.
  • Must demonstrate the ability to learn department and industry specific computer programs and systems such as Vista and APEX.
  • Experience working effectively in teams, to establish and maintain cross-functional and positive working relationships.
  • Must be able prioritize and manage multiple assignments and complete projects accurately and timely.
  • Must be able clearly communicate and be understood both verbally and in written form by internal and external customers. Demonstrated strong communication skills, verbal, written, facilitation, listening.
  • Adheres to policies, procedures, and standards that protect the company's interests.
  • Establishes, promotes, and protects Teichert values including diversity, teamwork, fair work environment, and respect of others. Maintains a positive "team" spirit within the Company. The ability to follow both written and oral directions.

Position Description Cont.

Competencies
  • Building Relationships
  • Conflict Resolution
  • Listening
  • Planning/Prioritizing
  • Initiative
  • Dependability
  • Judgement/Decision Making
  • Learning/Development

Equipment Used, Physical Demands, and Work Environment

Equipment Used:
  • General office equipment, telephone, personal protective equipment (i.e. safety glasses, hearing protection) when visiting construction sites.
Physical Demands & Work Environment: The physical demands and work environment characteristics are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
  • Physical: Sitting for long periods of time working at the computer and on the telephone. Some lifting of materials and equipment up to 50 lbs, bending, and stooping. Close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus.
  • Work Environment: Typical office environment with adequate temperatures and lighting, low levels of noise. Demands of meeting tight deadlines.

Notices

Hourly Base Salary Range
$21.23 - $29.73
The range displayed reflects the range the company reasonable expects to pay for the position. The actual base salary is subject to variation due to the role, level, geographic location, relevant education, training, or experience, among other factors.

Employer Disclosure Statement
The above statements and job description is intended to describe the nature and level of work being performed within this job. They are not intended to be an exhaustive list of all responsibilities, duties, and tasks. Other similar or additional duties are performed as assigned.

Notices
Please note: Teichert and its subsidiaries are proud to be an equal opportunity workplace. Individuals seeking employment at our company are considered without regards to age, ancestry, color, race, gender (including pregnancy, childbirth, or related medical conditions), gender identity or expression, sexual orientation, genetic information, marital status, medical condition, mental or physical disability, national origin, protected family care or medical leave status, religion, military or veteran status, or any other characteristic protected by federal, state, or local laws. Teichert is an E-Verify company.

Notice to Staffing Agencies
Teichert, Inc. and its subsidiaries ("Teichert") will not accept unsolicited resumes from any source other than directly from a candidate. Any unsolicited resumes sent to Teichert, including unsolicited resumes sent to a Teichert mailing address, fax machine or email address, directly to Teichert employees, or to Teichert's resume database will be considered Teichert property. Teichert will NOT pay a fee for any placement resulting from the receipt of an unsolicited resume. Teichert will consider any candidate for whom an Agency has submitted an unsolicited resume to have been referred by the Agency free of any charges or fees. Agencies must obtain advance written approval from Teichert's recruiting function to submit resumes, and then only in conjunction with a valid fully-executed contract for service and in response to a specific job opening. Teichert will not pay a fee to any Agency that does not have such agreement in place. Agency agreements will only be valid if in writing and signed by Teichert's Human Resources Representative or his/ her designee. No other Teichert employee is authorized to bind Teichert to any agreement regarding the placement of candidates by Agencies.

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