Administrative Assistant II

Job Summary

Logging/Tracking POs: Add invoices from service POs in PO tracker. Review POs in Oracle weekly and update invoice status. Code non-PO invoices. PO Receiving: Once material deliveries are physically confirmed by COMS or warehouse coordinator, generate system receipts in Oracle. Keep a list of materials for POs to help track receipt of numbers and orders.

Fleet:

Assisting Budget Analyst with accruals

Assigning and reassigning fleet units

Requesting disposal of miled-out/wrecked vehicles

Assisting techs with fleet maintenance arrangements

Tracking registration renewals & delivery to drivers

Scheduling detailing of returned units that will be redeployed to the field

Pool reservations – assist with reserving pool units, check in/out of units in Holman, distributing and receiving pool keys

Shipping:

Track and ship packages through FedEx

Manage:

Office Keys

Jan-Pro

Office AED & Rugs with Cintas

All American Records

Meeting room reservations

Meals/meal setup and cleanup

Calling for printer maintenance, and maintaining paper levels

Monthly Tasks:

Monthly meeting with Fleet

Check Requests from Williams Treasury

Safety Leader awards and nominations

Service tracker for Accruals

Track expenses for pcard

Education

High school diploma or equivalent required.

Experience

At least one (1) year of related work experience in administrative support, office coordination, or similar roles.

Technical Skills

Basic computer skills, including the ability to use:

o Microsoft Excel

o Microsoft Outlook

o Microsoft Word

o Microsoft Teams