Administrative Assistant / Payroll Administrator

Mass Save; Portland, Northern (ME, KY); Hybrid; USD 30,000 - 34,000; Full time

Benefits offered by this job

Comprehensive benefits package

Retirement plan

Educational assistance

Flexible work

Job summary

Unitil is seeking an Administrative Assistant / Payroll Administrator in Portland, ME, to provide essential payroll and administrative support. The role includes processing timecards, vendor invoices, fleet records, and inventory data while maintaining accurate records and confidentiality.

Qualified candidates have 2+ years in admin/payroll, strong MS Office skills (Excel, Outlook, Word), and the ability to manage multiple priorities with attention to detail.

Qualifications

• 2+ years of administrative, payroll, accounts payable, or business support experience.
• Proficiency with Microsoft Office applications, particularly Excel, Outlook, and Word.
• Strong organizational, data entry, and recordkeeping skills.
• Ability to manage multiple priorities while maintaining a high level of accuracy and confidentiality.
• Experience with utility, compliance, ERP, payroll, or work management systems is preferred.
• Be available to perform duties to support efforts during times of system emergencies.

Responsibilities

• Process and maintain employee timecards, ensuring accuracy and timely submission for payroll.
• Review, analyze, and enter documentation into company compliance and records management systems.
• Process vendor invoices and support accounts payable activities.
• Track and record company vehicle mileage and maintain fleet-related records.
• Enter and maintain material inventory usage and tracking data.
• Coordinate administrative support activities including ordering meals and catering for meetings and events.

Skills

Time management

Customer service

Invoice processing

Record management

Problem-solving

Organizational skills

Tools

Microsoft Office

Excel

Outlook

Word

Job description

Administrative Assistant / Payroll Administrator

Full-Time Regular Full-Time Portland-ME, Portland, ME, US

Salary Range: $22.00 To $25.00 Hourly

Our Company

More than a utility company, Unitil provides energy for life.

Our work helps keep homes comfortable, businesses thriving and communities connected. Unitil is an investor-owned public utility proudly serving Maine, Massachusetts and New Hampshire. We are dedicated to delivering energy to our customers safely and reliably.

Unitil is committed to creating an inclusive environment that welcomes and values the differences among all of our employees, customers, suppliers and the communities in which we live and conduct business. The continued success of Unitil is enhanced through initiatives that promote diversity and value our employees.

Take advantage of a comprehensive benefits package.

Unitil offers competitive salaries, a consumer-driven health plan, dental and vision coverage, flexible work, company-paid holidays, a, robust, highly competitive retirement plan and educational assistance.

*Note: Benefit offerings may differ between union and non-union employee groups.

Position Purpose

Provide quality service and a full range of administrative and operations support activities which require a working knowledge of Company procedures and practices as they relate to assigned responsibilities. Delivery of accurate records, filings, and all information relating to the Plant Assets of Operating Company. Assignments must be completed in a professional manner at all times maintaining confidentiality of all tasks.

Principal Accountabilities

Time %

End Results

70

• Process and maintain employee timecards, ensuring accuracy and timely submission for payroll.
• Review, analyze, and enter documentation into company compliance and records management systems.
• Process vendor invoices and support accounts payable activities.
• Track and record company vehicle mileage and maintain fleet-related records.
• Enter and maintain material inventory usage and tracking data.
• Coordinate administrative support activities including:
• Ordering meals and catering for meetings and events.
• Purchasing and maintaining office supplies.
• Reserving conference rooms and coordinating meeting logistics.
• Preparing documents, reports, and spreadsheets.
• Maintaining department records and filing systems.

10

Identifies and improves upon work practices and processes to maximize efficiencies and effectiveness of the department and other cross boundary functional areas.

10

Completion of special assignments resulting in enhancement, support, and/or resolution of present or anticipated issues affecting the quality of service delivered by Operations Services.

10

Responsible for the effectiveness of departmental controls; fosters an appropriate control environment including understanding and appreciation of critical controls, control activities, controls monitoring, risk assessment, information and communication.

Competencies [Performance Standards]

Competency

Description

Adherence to Core Principles

The ability and willingness to consistently follow and be committed to the behaviors associated with the Company’s Core Principles (Commitment/Achievement; Empowerment; Teamwork; Respect; Open Communications; Ethical Practice).

Organization & Attention to Detail

The ability to maintain order, pay attention to details, and complete tasks in an efficient and timely manner.

The ability to read one’s own emotions and recognizes their full impact on self. Possesses a guiding awareness of values and goals; uses “gut sense” to guide decisions; recognizes how feelings affect performance and others.

Accountability

The drive to deliver results dependably and meet commitments and promises, while taking personal responsibility for outcomes. Displays deep commitment to doing the right thing; admits mistakes and accepts personal responsibility for success or failure; “goes the extra mile” to deliver.

Creative Thinking

The ability to develop new ideas and to address problems; willingness to question approaches and try new solutions.

Service

The ability to recognize and meet stakeholder or customer needs, seeking ways to increase satisfaction and loyalty. Responds promptly to inquiries; manages relationships effectively; builds trust and mutual respect; accepts and incorporates constructive criticism; delivers results in a reliable and professional manner.

Skills

• Time management
• Customer service and communication
• Invoice and document processing
• Record management
• Problem-solving
• Organizational skills

Decision Making Authority

• Prioritize routine tasks
• Adjust priorities based on special assignments/small projects.
• Decision making within limits set by Company policies & procedures as well as specific guidelines set forth by Operations Services Manager.

Qualifications

• 2+ years of administrative, clerical, payroll, accounts payable, or business support experience.
• Proficiency with Microsoft Office applications, particularly Excel, Outlook, and Word.
• Strong organizational, data entry, and recordkeeping skills.
• Ability to manage multiple priorities while maintaining a high level of accuracy and confidentiality.
• Experience with utility, compliance, ERP, payroll, or work management systems is preferred.
• Employ a positive and professional approach in all areas of responsibility.
• Be available to perform duties to support efforts during times of system emergencies.

Unitil is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, disability, protected veteran status, age, or any other characteristic protected by law.