Office Operations Coordinator II

2 weeks ago

Plymouth, Massachusetts, United States American States Utility Services, Inc. Full time

Company Overview:
American States Utility Services, Inc. is dedicated to providing essential water and wastewater services to military installations across the United States. Our operations support nearly 350,000 military and civilian personnel and their families, ensuring that they receive the vital services they need.

Position Summary:
The Administrative Support Associate II plays a crucial role in managing and executing office functions efficiently. This position requires a proactive individual who can handle a variety of administrative tasks while adhering to established protocols.

Key Responsibilities:
The incumbent will be responsible for the following:

  • Reconciliation of expense coding and support for the PCard program, including account management.
  • Coordination of administrative functions related to facility management, security, and office operations.
  • Processing time entries, maintaining leave balances, and preparing certified payroll as necessary.
  • Management of physical inventory processes and reconciliation efforts.
  • Assistance in budget development and monitoring, including tracking expenditures.
  • Facilitation of employee benefit requests and coordination of open enrollment activities.
  • Reviewing applications, coordinating interviews, and preparing documentation for new hires.
  • Support for Workers Compensation claims and reporting of incidents.
  • Invoice coding and submission for accounting processing.
  • Creation and management of contract action notices and purchase orders.
  • Collaboration with the capital team to maintain proposal support documentation.
  • Outreach to community leaders and coordination of community events.
  • Maintaining communication with staff across various offices and subsidiaries.
  • Handling special projects and reports as assigned.

Additional Duties:
The incumbent will also assist with:

  • Providing initial contact for visitors and managing incoming communications.
  • Mail handling and daily operational support.
  • Tracking and managing fleet vehicle registrations and services.
  • Coordinating training sessions and ensuring compliance with safety regulations.
  • Ordering office supplies and maintaining records in accordance with company policy.
  • Preparation of operational reports and compliance documentation.

Qualifications:
To be considered for this position, candidates must possess:

  • A high school diploma or equivalent; an Associate's Degree is preferred.
  • IAAP CAP Certification; a Bachelor's Degree in a related field may substitute for certification.
  • Three to five years of relevant experience in a business environment.
  • Strong command of English grammar, spelling, and punctuation.
  • A valid Class C driver's license.

Skills Required:
The ideal candidate will demonstrate:

  • Proficiency in Microsoft Office Suite.
  • Exceptional organizational skills and the ability to manage multiple projects effectively.
  • Capability to handle sensitive information with discretion.
  • Willingness to travel as needed to support subsidiary operations.

Benefits:
American States Utility Services, Inc. offers a comprehensive benefits package, including medical, dental, and vision plans, with the company covering a significant portion of premiums. Employees also enjoy paid vacation, sick leave, and holidays, along with retirement savings options.

Compensation:
The compensation for this role is determined based on various factors, including experience and qualifications.

Note:
This position requires a background check due to access to sensitive information.

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