Administrative Assistant

Job Summary:

Performs various administrative tasks to assist the Management team and staff of the Customer Care department.

Responsibilities:

• Maintain Outlook Calendars – Coordinate scheduling for the following

• VP and/or Customer Care Managers

• Conference Room calendars reservations

• Vacation schedule for the units of Customer Care

• Staff Meetings/Scheduling

• Participate in Leadership Meetings and take/distribute meeting minutes

• Assist with preparing the agenda and gathering information for staff meetings

• Schedule 1-1 meeting for VP with Direct Reports

• Assist with registering and scheduling employees for development training

• Timekeeping/Payroll Management

• Coordinate Yearly vacation planning for Customer Services and Field Service associates

• Serve as backup to Supervisors in reviewing and approving employees' weekly time in ADP.

• Resolve any employee reoccurring ADP administrative issues with HR.

• Review sick time and vacation time balances on supervisor and employee requests.

• Staff Support

• Research, schedule, and book travel for CS Leadership Team conferences, seminars, and other business trips.

• Maintain travel/seminar reimbursement/per diem forms and ensure compliance

• Maintain supply inventory by checking stock and anticipating needed supplies

• Ensures operation of equipment by ensuring preventive maintenance requirements and contacting the necessary individuals for repairs

• Coordinate any special events within the department (Customer Service Week, Retirements, Appreciations, etc.)

• Reconcile purchasing card summary each month

• Collect purchasing requests from supervisors and prepare requisitions using vendor and cost analysis for VP or Manager approval

• Maintain all keys for all department supervisors and employees.

• Issue and keep track of all key responsibilities for all employees, including vehicles.

• Reporting/Recordkeeping

• Maintain department purchase order records

• Track all operating expense purchase requisitions and resulting purchase orders.

• Ensure all department purchases are processed for