Administrative Assistant

BENEFITS Veolia's comprehensive benefits package includes paid time off policies, as well as health, dental and vision insurance. In addition, employees are also entitled to participate in an employer sponsored 401(k) plan, to save for retirement. Pay and benefits for employees represented by a union are outlined in their collective bargaining agreement.Position Purpose: Provides administrative and accounting support as needed. Assists with answering billing questions, department billing, record keeping, and answering customer questions. Will interface with the public and assist with paying sewer department bills. Exercises good judgement in a variety of situations, with strong written and verbal communication, administrative and organizational skills and the ability to maintain balance among multiple priorities. Must be able to handle extensive financial matters in a responsible and detailed manner. Responsible for providing management with critical information of a financial nature. Able to work independently and must be able to work under pressure at times to handle a wide variety of activities and confidential matters.Primary Duties/Responsibilities: AccountingProcesses requisitions for the entire project. May include processing those for capital projects. Also prepares blanket purchase orders for chemicals and sludge hauling by estimating the yearly usage.Month End Financials:Appropriately designate costs to correct accounts to meet the Client’s or Project’s needs.Maintains monthly cost spreadsheet to aid in month end close.Continue to check with the Management Team for any last-minute costs.Maintain financials with any last-minute costs or revisions.Participates in the Month End Financial Call with Project LeaderAscertain that all invoices costs are accounted for and coded correctly. Various spreadsheets are updated regularly and are part of the monthly report.Verify purchase codes and approve P Card accounts for project expenses.Researches and facilitates any payment issues for vendors.Processes employee expense reports.Assists Project Leader with any project as necessary.Assists Project Leader with preparation of client reporting, including Monthly, Weekly, and Annual Reports.Provides customer support by answering complaints/questions from residents, and the Police about Collection System issues such as collection system backups, broken manholes or odor complaints. Relays this information quickly to the Management Team for expedient service.Creates and updates databases and produce various statistical reports such as benchmarks for chemicals and sludge, monthly septage usage, electrical and natural gas usage.Maintains Administrative Manual which is a document which includes the majority of the SOPs for this position and other relevant information.Gathers information and assists in the preparation of the Monthly and Annual Client Reports. Assists and ensures that other Contract Deliverables are completed.Works with confidential material which includes but is not limited employee disciplinary issues, Project financial information, employee wage garnishments, employee medical information, and court documents.Prepares project correspondence and maintains project files.Assist employees to obtain safety equipment and including the processing of necessary paperwork.Performs other clerical tasks, including completion of periodic paperwork, filing, and copying.Provides other duties as assigned.Human ResourcesMaintains project records.Provides support to employees with any routine payroll or HR issues. Assist employees preparing for medical leave by giving them information on Short Term Disability. Prepares timesheets for employees out on extended medical leave. Makes necessary corrections on timesheets as STD is approved.Assist newly hired employees in obtaining fuel card pins, procurement cards, cell phones, and ID badges.Regional Admin ResponsibilitiesPrepares requisitions and process payment requests for projects under Project Manager.Troubleshoot invoice issues.Create and receive against purchase orders. Complete any necessary paperwork needed for blanket PO creation.Complete timesheet entry for projects.GeneralMaintains telephone database program.Proficient in various software including Microsoft, Adobe, PeopleSoft and Image Now. Works off specialized sites such as Concur and ECOVA.Responsible for purchasing office equipment and supplies.Works with other departments/projects to facilitate their needs in setting up vendors, obtaining supplies, and offering computer assistance.Initiates any new systems to increase efficiency.Performs related work as required.