Administrative Assistant IV

Hydrogen Group; Escondido (CA); On-site; USD 37,000 - 44,000; Full time

Job summary

Hydrogen Group is seeking an Administrative Assistant IV in Escondido, CA to provide day-to-day administrative support for Gas Distribution district operations. Onsite 5 days a week, 6:30 AM - 3:00 PM, 2-year contract. Focus on timekeeping, payroll support, ARCOS, DVIR, and SAP/Procore processing.

The role involves coordinating with staff and supervisors to resolve discrepancies, producing reports, and maintaining operational records and permits.

Qualifications

• Strong attention to detail and accuracy, especially with timekeeping, payroll, records, and compliance-related documentation.
• Excellent organization and follow-through, with the ability to prioritize multiple time-sensitive administrative tasks in a field-operations environment.
• Strong communication and collaboration skills, including comfort working directly with employees, supervisors, management, and administrative partners across districts.
• Familiarity with MS Office required.
• Experience with SAP, Procore, or ARCOS is a plus.

Responsibilities

• Accurate and timely timekeeping, payroll, and attendance support.
• Maintaining ARCOS and overtime/prearrange information.
• Tracking vacation and leave.
• Maintaining DVIR and other required records.
• Processing as-builts and supporting permit workflows.
• Producing operational reports.
• Coordinating with supervisors and employees to resolve issues and meet deadlines.
• Provide administrative support to a department or individual, including word processing, filing, faxing, and answering phones.
• Receive and direct visitors; sort and distribute mail.
• Schedule appointments and coordinate meetings and conferences.
• Perform financial record keeping.
• Administer timekeeping and payroll, working with employees and supervisors to resolve discrepancies.
• Administer ARCOS, including overtime and prearrange information.
• Track vacation and leave.
• Administer DVIR and manage records retention.
• Process as-builts in SAP/Procore and support permit workflows.
• Prepare and distribute operational reports.
• Order supplies and obtain materials for the district.
• Collaborate with administrative partners across districts.
• Support special projects as assigned.

Skills

Timekeeping

Payroll

ARCOS

DVIR

SAP

Procore

MS Office

Communication

Education

High school diploma

Tools

Procore

SAP

ARCOS

MS Office

Job description

Administrative Assistant

Location: Escondido, CA (onsite 5 days a week, Northeast Location)

Schedule: 6:30 AM - 3:00 PM

Duration: 2-year contract

Pay Range: $27-32/hr

Our client, a leading utility provider, is seeking an Administrative Assistant IV to provide day-to-day administrative support for its Gas Distribution district operations. This role keeps field operations running efficiently, with an emphasis on timekeeping and payroll support, ARCOS administration, vacation and leave tracking, DVIR administration and records retention, as-built processing in SAP/Procore, permit support, and reporting. You will work with employees, supervisors, management, and other district administrative staff to resolve discrepancies and keep operational records and processes current.

Job Responsibilities

• Accurate and timely timekeeping, payroll, and attendance support
• Maintaining ARCOS and overtime/prearrange information
• Tracking vacation and leave
• Maintaining DVIR and other required records
• Processing as-builts and supporting permit workflows
• Producing operational reports
• Coordinating with supervisors and employees to resolve issues and meet deadlines

Essential Job Duties and Job Functions

• Provide administrative support to a department or individual, including word processing, filing, faxing, and answering phones
• Receive and direct visitors; sort and distribute mail
• Schedule appointments and coordinate meetings and conferences
• Perform financial record keeping
• Administer timekeeping and payroll, working with employees and supervisors to resolve discrepancies
• Administer ARCOS, including overtime and prearrange information
• Track vacation and leave
• Administer DVIR and manage records retention
• Process as-builts in SAP/Procore and support permit workflows
• Prepare and distribute operational reports
• Order supplies and obtain materials for the district
• Collaborate with administrative partners across districts
• Support special projects as assigned

Knowledge and Skills

• Strong attention to detail and accuracy, especially with timekeeping, payroll, records, and compliance-related documentation
• Excellent organization and follow-through, with the ability to prioritize multiple time-sensitive administrative tasks in a field-operations environment
• Strong communication and collaboration skills, including comfort working directly with employees, supervisors, management, and administrative partners across districts
• Familiarity with MS Office required
• Experience with SAP, Procore, or ARCOS is a plus

Education and Experience

• High school diploma or equivalent required
• 5-8 years of relevant experience
• Relevant administrative, timekeeping/payroll, or operations-support experience strongly preferred