Secretary II

Ultipro; Georgia; Hybrid; USD 35,000 - 52,000; Full time

Job summary

Ultipro is seeking an Administrative Assistant to provide essential clerical support to the department's daily operations and back-up support to the Production Control Clerk.

Responsibilities include reception, document management in UltiPro, invoicing, onboarding, interviews, and reporting to government deliverables. This role requires two years of office experience, proficiency with MS Word/Excel/Outlook, strong organization, and comfort with office equipment.

Qualifications

• Two years of administrative office experience preferred.
• Proficient with Microsoft Word, Excel and Outlook.
• Strong organizational skills and attention to detail.
• Experience using phones, faxes, copiers, scanners and printers.

Responsibilities

• Provide reception and greet visitors.
• Assist Project Manager with administrative support.
• Maintain employee records and upload to UltiPro.
• Maintain safety files with electronic training records.
• Upload licenses and certifications on site and electronically.
• Take meeting minutes and distribute as required.
• Prepare reports for government deliverables.
• Process invoices through accounts payable.
• Coordinate interviews and paperwork.
• Assist onboarding and new hire processing.
• Track employee performance and disciplinary records.
• Data entry in UltiPro, CMMS and related systems.
• Order office supplies and manage mail.
• Coordinate annual medical testing.

Skills

Office experience

MS Word

MS Excel

MS Outlook

Organizational skills

Phone & office equipment

Education

High School Diploma or higher

Tools

UltiPro

CMMS

DMLSS

SmartsPro

Job description

Description

General Summary

Primary provides administrative and secretarial support to the daily operations of the department. Secondarily provides backup support to Production Control Clerk.

Essential Duties and Responsibilities

• Provide reception services and greet visitors
• Assist Project Manager with administrative support
• Maintain employee records and upload documentation into UltiPro
• Maintain safety files with electronic tracking of training and certifications
• Upload licenses and certifications on site and electronically
• Take meeting minutes and transcribe for distribution as required
• Prepare and provide required reports to the government in accordance with Statement of Work deliverables
• Update unions with monthly changes, additions, and performances
• Process invoices through Company’s accounts payable system
• Assist vendors with questions regarding information on invoices, documents & payments
• Schedule interviews and provide management with necessary paperwork
• Process backgrounds checks and pre-employment, and post-accident drug screens
• In-process new employees and verify identification documents for I-9’s in UltiPro
• Assist new hires with Onboarding process
• Prepare termination paperwork for Project Manager review and update UltiPro
• Track employee performance (reprimands, written warnings, counseling, note to file)
• Perform data entry in UltiPro, DMLSS, Computerized Maintenance Management Software (CMMS) and other Company or government provided software, as needed
• Order office supplies in SmartsPro and distribute to departments
• Perform scanning and copying of documents, sort and deliver mail
• Schedule and coordinate annual medical testing
• Assist Production Control Clerk, when required, with receiving, processing, and dispatching Help Desk work orders, including entering information in CMMS
• Other duties as assigned

Knowledge, Experience and Skill Requirements

• Two years prior office administrative experience preferred
• Experience with Microsoft Word, Excel and Outlook
• Strong organizational skills
• Experience using telephones, fax machines, copy machines, scanners and printers

Licenses and Certification

Required:

• High School Diploma or Higher Education
• Valid Driver’s License

Employee is regularly required to sit; use hands to handle or feel and communicate effectively. Frequently required to reach with hands and arms and occasionally is required to stand; walk and stoop, kneel, crouch, or crawl. Employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

This job description is subject to change by the employer as the needs of the employer and requirements of the job change.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
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.