Administrative Assistant

1 week ago

London, Kentucky, United States Veolia Full time
Job Title: Administrative Assistant

Veolia is seeking an experienced Administrative Assistant to provide administrative and accounting support to the Orleans Project and assist several projects in the NE Region as needed.

Key Responsibilities:
  • Provides administrative and accounting support to the Orleans Project and assists several projects in the NE Region as needed.
  • Assists with answering sewer billing questions, department billing, record keeping, and answering customer questions.
  • Interfaces with the public and assists with paying sewer department bills and prepares for and attends Board of Water and Sewer Commissioners meetings (agenda and minutes).
  • Exercises good judgement in a variety of situations, with strong written and verbal communication, administrative and organizational skills and the ability to maintain balance among multiple priorities.
  • Must be able to handle extensive financial matters in a responsible and detailed manner.
  • Responsible for providing management with critical information of a financial nature.
  • Able to work independently and must be able to work under pressure at times to handle a wide variety of activities and confidential matters.
Accounting Responsibilities:
  • Processes requisitions in PeopleSoft for entire project, including processing those for capital projects.
  • Prepares blanket purchase orders for chemicals and sludge hauling by estimating the yearly usage.
  • Maintains monthly cost spreadsheet to aid in month end close.
  • Participates in the Month End Financial Call with Project Manager, Area Manager, Director of Operations of the NE Region and key financial management and analysts.
  • Ascertain that all invoices' costs are accounted for and coded correctly.
  • Verifies purchase codes and approves P Card accounts for project expenses.
  • Researches and facilitates any payment issues for vendors.
  • Processes employee expense reports.
Administration Responsibilities:
  • Assists Project Manager with any project as necessary.
  • Assists PM with preparation of client reporting, including Monthly, Weekly, and Annual Reports.
  • Provides customer support by answering complaints/questions from residents, and the Police about Collection System issues such as collection system backups, broken manholes or odor complaints.
  • Creates and updates databases and produce various statistical reports such as benchmarks for chemicals and sludge, monthly septage usage, electrical and natural gas usage.
  • Maintains Administrative Manual which is a document which includes the majority of the SOPs for this position and other relevant information.
  • Gathers information and assists in the preparation of the Monthly and Annual Client Reports.
  • Works with confidential material which includes but is not limited employee disciplinary issues, Project financial information, employee wage garnishments, employee medical information, and court documents.
  • Prepares project correspondence and maintains project files.
  • Assist employees to obtain safety equipment and including the processing of necessary paperwork.
  • Performs other clerical tasks, including completion of periodic paperwork, filing, and copying.
Human Resources Responsibilities:
  • Maintains project records.
  • Provides support to employees with any routine payroll or HR issues.
  • Assist employees preparing for medical leave by giving them information on Short Term Disability.
  • Prepares timesheets for employees out on extended medical leave.
  • Makes necessary corrections on timesheets as STD is approved.
  • Assist newly hired employees in obtaining fuel card pins, procurement cards, cell phones, and ID badges.
Regional Admin Responsibilities:
  • Prepares requisitions and process payment requests for projects under Project Manager.
  • Troubleshoot invoice issues.
  • Create and receive against purchase orders.
  • Complete any necessary paperwork needed for blanket PO creation.
  • Complete timesheet entry for projects.
General Responsibilities:
  • Maintains telephone database program.
  • Proficient in various software including Microsoft, Adobe, PeopleSoft and Image Now.
  • Works off specialized sites such as Concur and ECOVA.
  • Responsible for purchasing office equipment and supplies.
  • Works with other departments/projects to facilitate their needs in setting up vendors, obtaining supplies, and offering computer assistance.
  • Initiates any new systems to increase efficiency.
  • Performs related work as required.

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.

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.

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