Administrative Assistant

Synagro; West Palm Beach (FL); On-site; USD 32,000 - 42,000; Full time

Benefits offered by this job

15 days paid time off

10 holidays

Medical/Dental/Vision

HSA with company match

FSA

401(k) with company match

Career growth and promotions

Tuition reimbursement

Job summary

Synagro is seeking an Administrative Assistant to provide confidential secretarial support and assist with payroll tasks. The role requires professional handling of calls, visitors, filing, scheduling, and data entry, with an emphasis on accuracy and discretion.

Ideal candidates will have a High School diploma or GED, 5+ years of administrative experience, and proficiency with MS Office. The position offers comprehensive benefits and opportunities for growth in a collaborative environment.

Qualifications

• Requires high school diploma or GED; associates degree preferred.
• Experience with payroll processes and MS Office suite preferred.
• Strong written and verbal communication, and attention to detail.

Responsibilities

• Receive incoming calls and greet visitors professionally.
• Establish and maintain a filing system; retrieve files as needed.
• Perform general secretarial and clerical duties including typing and filing.
• Schedule meetings, travel, conferences and facility activities.
• Sort mail and manage outgoing letters and packages.
• Prepare and submit weekly payroll summaries for approval.
• Enter expenses and facility operations data into systems with accuracy.
• Order office supplies and maintain inventory; operate office equipment.
• Coordinate with HR and Accounting; handle confidential information.

Skills

Administrative support

Attention to detail

Communication skills

Typing speed 45 wpm

Education

High School Diploma or GED

Associates Degree (preferred)

Tools

MS Suite

Job description

Description

Synagro partners with stakeholders to clean our water, protect our environment and serve our communities by generating worth from what others consider waste. We work to protect the health of our water, our Earth and those who depend on them now and in the future. Synagro takes pride in having zero layoffs during the pandemic and the business continues to thrive during difficult times.

What good is a job without great benefits to reward your hard work? Here are some highlights of what Synagro has to offer:

• 15 days paid time off
• 10 Holidays
• Medical/Dental/Vision (within 30 days of hire)
• Health Saving Account (HSA) with company match
• Flexible Spending Account (FSA)
• 401(k) with company match (fully vested upon hire)
• Career growth and promotional opportunities
• Tuition Reimbursement

Job Summary

Provide secretarial and administrative support of a moderately complex and confidential nature.

Essential Job Functions / Responsibilities

• Receive incoming telephone calls and greet on-site visitors in a professional manner. Assist caller by answering questions or directing the call through to appropriate person.
• Establish, develop and maintain a filing system. Retrieving information from files when needed.
• Perform general secretarial and clerical duties, including typing, copying and filing correspondence, memos, letters, reports, etc.
• Schedule and organize meetings, conference calls, business travel, conferences and facility activities.
• Sort and distribute incoming mail/faxes and manage outgoing letters/packages within appropriate systems.
• Prepare and submit weekly payroll summary of hours for each employee at the facility for approval/processing.
• Enter business expenses into an appropriate system for approval/processing.
• Input facility operations information (daily rounds, transportation manifests, orders, lab analysis data) into appropriate system with accuracy.
• Order and maintain an adequate inventory of office supplies.
• Operate and maintain office equipment. Schedule maintenance as needed.
• Act as liaison with other departments and outside agencies, including high-level staff.
• Assist the Accounting team with purchase orders, coding invoices, accounts payable, and month end close process.
• Assist the HR Manager with HR issues/paperwork and ensure that necessary documentation is accurate, complete, and submitted on time.
• Handle confidential and non-routine information and explain policies when necessary.
• Expected to exhibit and demonstrate safe behaviors at all times and perform job in a safe manner

This is a summary of principal responsibilities and is not intended to include all duties which may be assigned.

Status and Scope

• This position has no direct reports.
• Excellent attention to detail, organizational and communication skills and ability to effectively communicate verbally and in writing required.
• Ability to establish and maintain harmonious working relationships with employees and the public.
• Ability to handle sensitive and confidential information and situations and know how to appropriately use discretion.
• Ability to work in a fast-paced environment, process work rapidly, set priorities, work under pressure, and follow through with assigned tasks with limited supervision.
• Type accurately at a speed of at least 45 words per minute.

Competencies

• Organizing: Uses resources effectively and efficiently.
• Peer Relationships: Is seen as a team player and is cooperative.
• Flexibility: Is very flexible and adaptable, can act differently depending upon the situation.
• Time Management: Values time uses his/her time effectively and efficiently.
• Ethics and Values: Adheres to an appropriate and effective set of core values and beliefs during both good and bad times.
• Integrity and Trust: Admits mistakes and is seen as a direct, truthful individual.

Qualifications

• Minimum High School Diploma or equivalent (GED) required.
• Associates Degree and minimum 5 (five) years Administrative Assistant experience preferred.
• Proficient knowledge and working experience using MS Suite and personal computer equipment.
• Familiar with payroll policies and procedures.
• Thorough knowledge of business English, spelling, and math.

Education

High School (preferred)

Equal Opportunity Employer

This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.