Administrator

Total Safety is looking for an Administrative Assistant II to join their safety-conscious team! The Administrative Assistant II provides basic administrative and clerical support typically to a department or group of professionals.   

Total Safety is the world's premier provider of integrated safety and compliance services and the products necessary to support them, including gas detection, respiratory protection, safety training, fire protection, compliance and inspection, industrial hygiene, onsite emergency medical treatment/paramedics, communications systems, engineered systems design, and materials management. Our Core Values are People, Safety & Wellbeing, Accountability, Responsibility, Empowerment, Honesty, Transparency, and Integrity. 

Essential Duties

Performs clerical and administrative duties for assigned department. Prepares documents, correspondence, presentations and reports as assigned. Edits and proofs for grammar, spelling, and clarity of expression, organization, and conformance to company specifications. Proofs art or graphics and verifies that art and text agree. Compiles, copies, binds, and distributes projects or coordinates outsourcing of production.

Collects, compiles and reviews moderately complex data and information for inclusion in reports and presentation materials. Enters data from various sources to maintain and update various databases and spreadsheets. Ensures data integrity by verifying input and calculations.

Works with assigned team to develop and maintain standard templates for regular departmental activities, reports, and presentations to maximize efficiency and reduce turnaround time.

Assists others by furnishing information and helping with problem resolution. Answers most questions via phone or email independently and provides accurate and timely information. Takes accurate phone and verbal messages and ensures that messages are communicated in a timely manner.

Creates, runs, and distributes standard and customized periodic reports, to communicate follow-up requirements and to summarize reports, etc. Prepares basic review /analysis of reports and provides summary and/or deviations to facilitate review. Maintains organized computer and/or hard copy files for easy identification and retrieval.

Plans, coordinates, and plans for on-site and off-site meetings conferences and special events. Coordinates scheduling, travel for attendees, meeting materials, AV, and catering arrangements.

Ensures accurate and timely communication with involved parties.

Assists others in the department, as necessary. Assists others in office as needed including providing back-up reception. May assist with departmental human resource functions, which may include maintaining time off request, training less experienced personnel, preparation of confidential personnel information and new hire orientation. Cross-trains with others as assigned.

 

Skills and Experience:  

Experience billing and invoicing clients. 

Progressive, related experience with knowledge of departmental function, procedures, terminology, and interrelationships.  

Above average communication & interpersonal skills required to interact with multiple internal, external & executive contacts. 

PC skills with proficiency with MS Office and other function-specific specialized software programs. Ability to develop spreadsheets and modify formats to complete assignments and recommend improvements. 

Ability to pay close attention to details and present good planning, organization, and time management skills. 

Ability to handle diverse tasks simultaneously, works effectively with interruptions and consistently meets or exceeds production and quality goals. 

Demonstrated ability to handle confidential or sensitive information or issues. 

Ability to efficiently operate and perform basic maintenance and troubleshooting of all office equipment. 

Must demonstrate ability to work in a team environment 

 

Working Environment:  

While performing the duties of this job, the employee is regularly required to stand; walk; and stoop, kneel, or crouch.  Uses hands to finger, handle, or feel; reach with hands and arms; and talk or hear.  The employee is occasionally required to sit.  The employee must occasionally lift and/or move up to 50 pounds.  Specific vision abilities required by this job include close vision, distance vision, color vision, and ability to adjust focus. 

 

Educational Requirements:  

High school diploma or GED plus additional specialized courses or Associates Degree in related field. 

   

Total Safety and its subsidiaries afford equal opportunity in employment to all individuals regardless of race, color, religion, sex, age, national origin, pregnancy, familial status, disability status, veteran status, citizenship status, genetic information or any other characteristic protected under Federal, State or Local law. Total Safety is an Equal Opportunity Employer.