Administrative Assistant II

Talentify; West Bountiful (UT); On-site; USD 34,000 - 42,000; Full time

Job summary

HollyFrontier in West Bountiful, UT is seeking an Administrative Assistant II to provide intermediate administrative support across departments under general supervision. Duties include phones, mail, filing, data entry and coordinating services.

The ideal candidate has 3–5 years of experience, a High School diploma or equivalent, and strong Microsoft Excel/Word skills, plus good communication and time management to handle multiple tasks in a fast-paced environment.

Qualifications

• 3–5 years of administrative experience.
• Experience with office duties (phones, mailing, filing, typing) preferred.
• Experience with data entry and document control is desirable.

Responsibilities

• Performs daily office responsibilities including phones, copying, filing and mail.
• Assists in mail processing and courier coordination.
• Liaises with visitors, vendors and consultants to coordinate services.
• Maintains inventories of supplies and prepares invoices and reports.
• Provides administrative support and may perform receptionist duties.
• Coordinates travel arrangements as needed.
• Maintains conference rooms, boardrooms and related areas.

Skills

Microsoft Excel

Microsoft Word

Time management

Prioritization

Communication

Data entry

Problem solving

Independent work

Education

High School diploma or equivalent

Job description

Administrative Assistant II

1070 WEST 500 SOUTH, WEST BOUNTIFUL, UT - 84087

12 Month contract (possibility for extersion)

Experience in SABA MyLearning or similar computer-based training administration is preferred but not required.

Description:

BASIC FUNCTION:

Conducts intermediate level administrative support and technical assistance for various departments under general supervision.

ESSENTIAL JOB DUTIES/RESPONSIBILITIES: (functions considered essential as defined by ADA)

• Performs daily office responsibilities (i.e., phones, faxes, copying, filing, mail, typing, etc.)
• Provides mail processing for the office (i. e. incoming, outgoing, overnight packages, certified mail, etc.)
• Meets and greets visitors, liaise with vendors and consultants to coordinate services as needed
• Orders and distributes various supplies and other items (i.e. food, badges) and inventories supplies on a regular basis
• Performs various data entry assignments
• Coordinates various processes and maintains documents and records related to process (may include audits)
• Prepares, monitors and maintains various files, reports, records, systems, and documents including invoices, spreadsheets, etc.
• Provides administrative support as assigned and as needed
• May provide receptionist duties as needed
• May schedule travel arrangements
• May perform analysis and review of various assigned transactions
• May maintain orderliness and cleanliness of conference rooms, boardroom, reception area and kitchens or other assigned areas as well as all related equipment
• May act as department document control coordinator

Special assignments or tasks assigned to the employee by their manager, as determined from time to time in their sole and complete discretion

EXPERIENCE:

3-5 years

EDUCATIONAL LEVEL:

A minimum of a High School degree or equivalent is required.

REQUIRED SKILLS:

Ability to apply pre-established guidelines to intermediate level administrative and data entry assignments. Working knowledge of Microsoft products, especially Excel and Word. Organized, effectively manages time, able to prioritize, and take initiative. Ability to perform both technical and administrative clerical assignments. Good problem solving, listening skills and the ability to effectively communicate with others, both written and verbal communication, basic reading and writing skills; ability to perform basic mathematical calculations, ability to work independently, cultivate and maintain professional business relationships, multi-task and maintain equanimity under pressure; detail oriented, punctual, dependable and flexible. Works well with employees of all levels in organization. Ability to lead safety meeting talks as scheduled and complete legally required ePrism safety training modules depending on assignment.

PREFERRED SKILLS:

Knowledge of commercial insurance, Acord Insurance form, procurement, and ISO certification is preferred depending on assignment and location.

SUPERVISORY/MANAGERIAL RESPONSIBILITIES:

None.

WORK CONDITIONS:

Office based and depending on assignment, may require work outside of normal working hours with minimum advance notice and travel by car up to 6% of time to local post office on a daily basis.

PHYSICAL REQUIREMENTS:

Job conditions require standing, walking, sitting, twisting, stooping, crouching, kneeling, talking or hearing, making visual inspections, making precise hand and finger movements. Depending on assignment, job conditions may require lifting and/or carrying up to 10lbs, pushing and/or pulling 10lbs, climbing up to 2ft, ability to operate and drive all assigned company vehicles at company standard insurance rates is essential, valid state driver's license and proof of insurance required, perceiving color differences, ability to wear personal protective equipment (beards not permitted), and strenuous physical activity.

ENVIRONMENTAL, HEALTH, & SAFETY RESPONSIBILITIES:

Our primary values at HollyFrontier are: We put health and safety first; We care about the environment.

All HollyFrontier employees are expected to work safely every day and be safety & environmental leaders. This includes active participation in the following:

• Stops and/or reports any unsafe work or conditions
• Follows safety & environmental policies and procedures
• Supports safety & environmental goals and initiatives
• Participates in safety & environmental meetings, training, emergency drills and hazard recognition programs
• Reports all accidents, injuries and near misses, and participates in associated investigations
• Participates in industrial hygiene, medical surveillance and behavior based safety programs