Administrative Assistant

Total Safety is looking for an Administrative Assistant to join their safety-conscious team! The Administrative Assistant provides basic administrative and clerical support typically to a department or group of professionals.  The starting pay for this opportunity is $20.

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 basic clerical and administrative duties for assigned department.

Responsible for invoicing the client

Maintaining accurate and complete support for invoicing

Collection of payments for invoices

Creates, runs, and distributes standard periodic reports, communicates follow-up requirements and to summarize reports, etc. Maintains organized computer and/or hard copy files for easy identification and retrieval.

Assists others in office as needed including providing back-up reception.

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

Ensures accurate and timely communication with the parties involved.

Uses salesforce experience to maintain some estimating opportunities within the software.

Answer Phones/Direct Customers to appropriate departments when visiting

Forward Billing Paperwork to the Regional Billing Department daily

Monitor reports to ensure all paperwork is forwarded

Escalate any paperwork issues to the Operation/Department Manager

Collect Payroll Data and turn in to Payroll Dept every week

Assist in monthly revenue accruals

Prepares documents, correspondence and reports as directed. Proofreads for grammar and spelling. Copies, binds, and distributes as directed.

Enters data to maintain and update various databases and spreadsheets. Ensures data integrity by verifying input and calculations.

Use standard templates for regular departmental activities, reports, and presentations to maximize efficiency and reduce turnaround time.

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

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 associate's 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.