Administrative Manager

2 weeks ago

Pittsfield, United States IHI Power Services Corporation Full time

Job Title Administrative Manager
Location Pittsfield, Pawtucket & Waterbury
Reports To Plant Manager

Job Summary

The Administrative Manager is responsible for the administrative functions of the Pawtucket, Pittsfield & Waterbury power plants. The Administrative Manager provides analysis, planning, scheduling, and coordination of administrative duties to ensure timely completion of payroll, general accounting and office procedures. The Administrative Manager administers Human Resources policies and procedures at the plant.

The Administrative Manager operates from established and well-known procedures, performing duties independently with only general direction given. Decisions are made within prescribed operation guidelines. The Administrative Manager encounters new and varied work situations, involving a moderate degree of complexity.

The Administrative Manager must effectively communicate information to the Plant Manager and the Operations and Maintenance Supervisors, relative to the administrative processes, and provide suggestions for plant improvement. The Administrative Manager must ensure duties are performed in such a way to result in an optimum cost-benefit ratio.

The Administrative Manager must effectively communicate information to customer representatives relative to budgetary, accounting and inventory processes.
All employees have the responsibility to both the customer and their co-workers to do the job right the first time and to ensure the customer's needs are being met.

Job Functions
- Process employee payroll and payroll reporting in accordance with Corporate Accounting procedures.
- Administer procedures for inventory maintenance and physical inventory.
- Provides customers with accurate and timely invoices, inventory summaries, cash requirements, budget variance reports and other requirements as requested by customer.
- Assist with location, screening and hiring of plant personnel.
- Responsible for benefits administration of plant personnel in accordance with Corporate Human Resources requirements.
- Prepare and maintain accounts payable and accounts receivables in accordance with Corporate Accounting procedures and customer requirements.
- Match vendor invoices with material packing lists to permit approval of vendor payments. Assist in plant budget preparation and monitoring.
- Administer the Fitness For Duty policy in accordance with policy.
- Maintain accurate records of employee training, safety and workers compensation claims. Oversee the plant administrative staff and sustain plant morale.
- Complete other tasks as requested by the Plant Manager.
- The Administrative Manager reports to the Plant Manager and supervises subordinate administrative personnel.
- The Administrative Manager cooperates with the Operations and Maintenance Supervisors as needed in the daily operation of the plant.

Education and Experience - An equivalent combination of education, training and experience will be considered.
- Ability to understand procedures and instructions specific to the area of assignment as would be acquired in four years of high school.
- 5+ years office administration experience required
- General Accounting and Payroll required.
- 2+years supervisory experience required.
- General knowledge of Human Resources practices desirable.
- Strong computer skills to include both word processing and spread sheet programs required.
- Excellent oral and written communication skills required.
- Excellent organizational skills required.

Knowledge, Skills and Abilities which may be representative, but not all-inclusive of those commonly associated with this position.
- Communications equipment (phones, cell phones, internet service)
- Office supplies, including sourcing cost effective vendors
- Security
- Mail and overnight package services
- Must have strong computer skills and serves as user support for Microsoft Office and Excel
- Excellent organizational, oral and written communication skills required
- Contributes to team effort by accomplishing related results as needed
- May be required to drive company vehicle on occasions for the purpose of running errands, pick up parts, etc.

Work Environment - Environmental or atmospheric conditions commonly associated with the performance of the functions of this job.
- Protective equipment such as hard hats, safety glasses, air masks, ear protection and other equipment must be worn in the performance of some duties. Work with hazardous materials may be required.
- May required weekend and holiday work as required by schedules, workload and plant conditions. On call status (day and night) may be required.
- Includes working indoors and outdoors.

Physical Abilities that is commonly associated with the performance of the functions of this job. The physical demands described below 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

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