Administrative Assistant

Administrative Assistant

General Info

Job Type: Full-Time

Location: Four Seasons Environmental, Inc. - NIOSH: Morgantown, West Virginia

Salary: $32.92/hr. plus fringe benefit of $9.10

Hours: Monday to Friday - Hours TBD (must be on-site)

Benefits:

• Medical Insurance
• Dental Insurance
• Life Insurance
• Retirement Benefit - 401(k) with match
• Disability Insurance
• Holidays and Vacation (11 paid holidays)

Job Overview:

The Administrative Assistant provides comprehensive administrative support to the Program Manager and Business Manager across key functions, including finance, human resources, and payroll. This role requires strong organizational skills, attention to detail, and the ability to manage sensitive information with discretion.

Beyond routine clerical duties the Administrative Assistant will support the oversight of daily office operations, identify, recommend, and implement new procedures in response to evolving needs and changing circumstances; resolve issues that affect the orderly flow of work, coordinating with internal and external teams to maintain smooth operations.

This position often works independently on assigned projects and plays a pivotal role in supporting leadership, streamlining processes, and contributing to the overall effectiveness of the organization.

Responsibilities:

• Support management with a variety of administrative and clerical tasks.

Human Resource:

• Responsible for human resources in support of the Operations and Business Managers.
• Maintain and update personnel records, both digital and hard copy ensuring compliance with company policy and labor laws.
• Handle sensitive employee information with discretion and confidentiality.
• Prepare HR documents such as offer letters and onboarding packets.
• Post job openings, track applications, schedule interviews and communicate with candidates.
• Assist, prepare and submit new employee packages to the home office.
• Conduct orientation activities.
• Support the coordination of HR meetings and training sessions.
• Handle routine HR correspondence and inquiries.
• Collect and verify timecards and attendance information, process for submission to home office.
• Keeping accurate records of employee vacation and sick time, etc.
• Prepare and support benefit enrollment and employee updates.
• Answer employee inquiries or direct them to appropriate HR or Manager.
• Prepare HR-related reports, forms, and correspondence.
• Assist with submitting short term disability, FMLA claims and workman's compensation claims to the home office.

Financial:

• Assist with client invoice management and preparation, cost accounting, and reporting.
• Assist with the budgeting process including forecasting and monitoring expenses
• Perform purchasing system tasks, monitor orders, verify purchase orders, and the opening and closing of purchase orders under the direction of the Purchasing Manager.
• Prepare accounts payable weekly invoices for processing.
• Assemble cost estimates for projects.
• Coordinate with subcontractors and vendors, including scheduling site visits, sending notifications, and handling related documentation.
• Dealing directly with vendors to set up accounts and address any other issues

Work Management:

• Utilizing a computerized maintenance management system prepare work order system entries, to include daily/weekly maintenance activities, updates and reporting.
• Export data to excel to create pivot tables for analysis. Track service calls and work orders
• Publish daily and monthly reports, as required.
• Assist with scheduling of maintenance staff.
• Upload and organize weekly inspection reports.
• Assist with ISO record management, vendor interactions and support technicians and supervisors as needed.
• Assist with safety, quality and compliance recordkeeping.
• Maintain and update safety and training records in the Training Tracker system, monitor completion status, identify missed training, and notify supervisors of outstanding requirements.
• Providing information technology support and resources.

Clerical:

• Document detailed weekly meeting minutes and work notes for Facility meetings, track action items, status, and workflows.
• Operate general office equipment, including copying, scanning, faxing, and filing; 2-way radio communication.
• Other duties as assigned

Knowledge and Skills

• Proficient in Microsoft Office Suite (Excel, Word, PowerPoint, Access); advanced skills in Excel.
• Experience with data entry, purchasing, and accounts payable systems and
• Experience using cloud-based platforms such as Box, Dropbox, ShareFile, Office 365.
• Ability to exercise discretion and sound judgment in handling sensitive or confidential matters.
• Strong multitasking and organizational skills.
• Demonstrated ability to work well with others; a true team player
• Excellent interpersonal and customer service skills.
• Strong attention to detail; dependable and professional.
• Self-starter who can work independently with minimal supervision.
• General computer and office operations experience required.
• Use of subject-matter knowledge and judgment to complete assignments consisting of numerous steps varying in nature and sequence.

Requirements:

• High school diploma or General Education Development (GED) certificate.
• Experience is preferred.
• Knowledge with Microsoft Office

Company Info

Four Seasons Environmental, Inc. (www.fseinc.net) is a 350-associate facilities management firm. Founded in 1985 and headquartered in Cincinnati, Ohio, FSE offers a very stable work environment. Our goal of 35+ years remains the same: satisfy the customer and continuously improve. If you are looking for a nurturing company that puts the customer and the employee first, then please submit your resume for consideration.

• All resumes will be kept in strict confidence
• We are an institutional, commercial, full-facility operation and maintenance contractor and equal opportunity employer: including protected veterans and individuals with disabilities
• Must be authorized to work in the US
• Four Seasons Environmental, Inc. is a federal contractor and is required to comply with the Drug-Free Workplace Act of 1988 (which supersedes state laws to include cannabis). Employment is contingent on passing a 10-panel pre-employment drug screen, random drug and alcohol screenings, and background/reference checks.

Mission Statement

• Our mission remains at the heart of everything we do. It defines our purpose, why we exist, and the impact we aspire to make! Our revised mission statement is simple yet impactful.

We are positive people providing excellent service with exceptional care.

Vision Statement

• Our vision statement represents our long-term aspirations and the future we are working to create. It inspires us to dream big.

To honor, value, and serve our employees and customers while perpetuating a culture of continuous improvement.