Office Administrator

Job Title: Office Administrator

Department: Advancia Remediation Services, LLC

Division: Construction

Work Schedule: Monday - Friday 8am - 5pm

Work Location: Boise, ID

JOB SUMMARY:

Responsible for providing broad based support to the Payroll/Accounts Payable Office Team for both local and corporate needs. Provide support of all daily responsibilities, including all levels of timecard management, payroll verification/ support, troubleshooting assistance, assurance that Davis Bacon wage rates match project requirements and assist Accounts Payable in invoice management, ensuring that all AP activity matches input and disbursements, and understanding elements of Procore for reports/input/maintenance. Assist management with clerical and administrative support, performing complex and confidential functions and document control.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Responsible for the administrative day-to-day Accounts Payable/invoicing operation and maintenance to manage daily input, cost coding verification, and Job related tracking.
• Assure that timekeeping/coding for personnel and accounting records and reports are maintained accurately and on schedule.
• Processes time sheets and payroll.
• Assists Corporate AP in the preparation, review, and reporting for project specific Certified Payroll.
• Support all aspects of procurement, as it relates to invoice payments and billings.
• Assist the receptionist for breaks which includes greeting all visitors to the office, as well as taking all incoming calls and placing calls for others when necessary.
• Assist in taking meeting minutes, preparing/reviewing Meeting Agendas.
• Prepare and update spreadsheets under Program Manager direction.
• Process and follow-up with local vendors and invoices.
• Serve as a resource to those in the field; handling timekeeping questions and helping resolve payroll related problems that are/or could potentially impact the production.
• Performs other related duties as required.

MINIMUM REQUIREMENTS:

• High school diploma, or equivalent, preferred.
• Three to five years administrative experience in construction office assistance..
• Proficiency in word processing and spreadsheets.
• Computer literacy, knowledge of MS Office (Word, Excel, Outlook, Access, Adobe, and Procore).
• Typing 30 wpm.
• Knowledge of office operation, budgeting, problem-solving techniques, and data processing.
• Demonstrate good planning and organizational skills.
• Excellent phone etiquette.
• Excellent verbal and written communication skills.
• Professional appearance.
• U.S. citizenship or U.S permanent resident status required.
• A valid drivers' license issued by state of residence and in good standing is required.

COMPETENCIES:

• To perform the job successfully, an individual should demonstrate the following competencies to perform the essential functions of this position.
• Good interpersonal and analytical skills.
• Strong organizational skills.
• Excellent verbal and written communication skills.
• Ability to work independently on assigned tasks as well as to accept direction on given assignments.
• Able to work collectively with the administrative team associates, working through chain of command.
• Punctual.
• Able to work with minimum supervision.
• Able to multi-task, handle many administrative duties.
• Recognizes need for confidentiality and securing of sensitive information.
• Must possess ability to understand departmental operations and procedures.
• Provide outstanding customer service, to external and internal customers.
• Recognizes need for confidentiality and securing of sensitive information.

NOTE:

This job description in no way states or implies that these are the only duties to be performed by this employee. This employee will be required to follow any other instructions and to perform any other duties requested by their supervisor. The statements herein intended to describe the general nature and level of work being performed by the employee in this position. These statements are not to be construed as an exhaustive list of responsibilities, duties, and skills required of a person in this position. Furthermore, these statements do not establish a contract for employment and are subject to change at the discretion of Advancia Remediation Services, LLC and its subsidiaries.

Equal Opportunity Employer/Shareholder Preference

Advancia Remediation Services, LLC is a subsidiary of ARS and is an Equal Employment Opportunity and Affirmative Action (EEO/AA) employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, veteran protected status or any other characteristic protected by applicable law. Native Preference applies pursuant to P.L. 93-638, and ARS grants employment preference to shareholders of Advancia Remediation Services, LLC and their spouses and descendants to the extent allowed by law. Prior to employment, successful completion of a background investigation and a pre-employment drug screen may be required.

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