Administrative Officer

Amalgamated Security Services USA, LLC; Northern (KY); Hybrid; USD 32,000 - 42,000; Full time

Job summary

Amalgamated Security Services USA, LLC in Kentucky is seeking a detail-focused administrative professional to handle phone routing, document handling, and data entry in accordance with company standards. Responsibilities include maintaining rosters and reports, coordinating with the Contracts Department, and supporting payroll-related tasks while ensuring accurate data and filing.

The role requires 2–3 years of relevant experience, 5 CXC passes with Mathematics and English, and proficiency in

Qualifications

• Proficiency in Microsoft Office suite.
• 5 CXC passes including Mathematics and English.
• APS certification or related discipline.

Responsibilities

• Answer and transfer telephone calls to appropriate staff, receive documents, follow up and data-enter where necessary, all correspondence in accordance to company standards.
• Perform general clerical duties including photocopying, faxing, e-mailing, and filing.
• Edit worksheets to ensure accuracy of information, ensure all staff are accounted for, and payroll deadlines are met.
• Maintain and update officer rosters and various records and reports in the Division such as equipment/vehicle assigned, vacation schedule and training records.
• Coordinate with Contracts Department regarding changes in customer requirements and ensure worksheets reflect contractual arrangements.
• Prepare data for payroll and maintain records for office equipment including keys.
• Identify and email all technical problems on equipment and databases to the relevant departments and monitor resolution.
• Update databases including incident and PDB; assemble, manipulate and format data/reports.
• Disburse and reconcile petty cash in line with budget guidelines.
• Support quality data reporting for the division.
• Communicate operating policies affecting administrative functions.
• Maintain effective internal and external communications within the department.
• Prepare and coordinate financial/operational reports and filing systems.
• Set up and coordinate meetings and assist with planning special events.
• Be proficient in computer systems.
• Maintain office files (manual and electronic).
• Record and distribute meeting minutes and prepare staff agendas.
• Stay current with Divisional tasks and follow through.
• Practice good asset management for assigned company assets.

Skills

Microsoft Office

Education

5 CXC passes including Mathematics and English

APS certification or related discipline

Job description

Main Functions/Responsibilities:

• Answer and transfer telephone calls to appropriate staff members, receive document, follow up and data-enter where necessary, all correspondence in accordance to the company standards and distribute to the relevant authorities.
• Perform general clerical duties which include but are not limited to: photocopying, faxing, e-mailing, and filing.
• Edit worksheets to ensure accuracy of information, all staff is accounted for, and payroll deadlines are met.
• File an updated signed copy of every officer’s individual and location roster and maintains various records and reports in the Division such as equipment/vehicle assigned, vacation schedule and training records.
• Liaise with Contracts Department with regards to changes in customer requirements and monitor to ensure that worksheets represent contractual arrangements.
• Coordinate and provide relevant information for the compilation of data for payroll and perform services such as requisition, records/form control, assigned projects, budget accounting operations and maintain records for office equipment including office keys.
• Identify, document and e-mail all technical problems on equipments and databases, including worksheets to the relevant departments and monitor results for completion.
• Update all databases including incident and PDB, in a timely basis; use various software applications, such as spreadsheets, statistical packages, and graphics packages to assemble, manipulate and/or format data and/or reports.
• Administrate the disbursement and reconciliation of petty cash ensuring conformance with budgeted expenditures in accordance to company guidelines.
• Support the division’s quality thrust by providing accurate data representing statistics that impact on quality assurance.
• Interprets and communicates operating policies that impacts on the administrative functions.
• To maintain and improve the effective system of communications internally and externally within the department.
• Coordinate the collection and preparation of financial and operational reports, and maintain hard copy and electronic filing system including worksheets.
• Setup and coordinate meetings as directed by management, also assists with planning and implementation of special events.
• Be proficient in the use of computers and its operating systems.
• Maintain office files (Manual and Electronic)
• Take, Distribute and upload minutes of meetings. Prepare agendas for Staff meeting
• Keep abreast of Divisional Tasks and follow through
• Exercises good asset management practices to ensure that company assets to which assigned are in proper working condition as determined by the company policy.

Qualifications and Experience:

• 5 CXC passes including Mathematics and English
• APS certification or related discipline
• Proficiency in Microsoft suite
• 2-3 years relevant experience