Administrative Assistant III

Job Description Location: Salem OR - 100% onsite- 9-1pm M-F Duration: 6 months Key Responsibilities • General Office Support/ Administration Provides administrative support to a manager and her/his team(s) or a facility; receives visitors, callers and incoming mail and refers to appropriate staff member or department or independently handles routine matters; uses software applications to prepare emails, correspondence, reports, presentations, agendas, meeting minutes, etc.; independently responds to routine correspondence and inquiries. • Researches files, compiles and consolidates data and prepares special and periodic reports or inputs to special projects. • Trains and administratively oversees work of less experienced colleagues, summer and temporary employees; serves as resource for day-to-day questions and problem solving in administrative arena. • Maintains and updates all physical and electronic files and records; maintains and updates procedural documents, guides and manuals. Initiates the request for facility moves and repairs, greeting and providing vendor access to complete the move or repair. • Tracks the move or repair form completion, helping vendors and personnel resolve related issues. • Accounting/Budget Support Serves as a primary liaison with the Finance Department; reviews time and attendance entries to ensure accuracy and compliance with policies, contractual provisions, basic wage and hour regulations; interfaces with Payroll staff to troubleshoot payroll and timekeeping problems for employees; executes payroll adjustments; collects and consolidates data to develop budget; tracks and reports on expenditures; monitors accounting reports and coordinates with Finance Department staff to resolve issues. • Personnel Administration Support Serves as primary liaison with the Human Resources department; initiates personnel action requests and requisitions on behalf of manager; coordinates/interfaces on recruiting/hiring actions; coordinates new employee onboarding activities, e.g., obtaining computer and security access; provides new employee orientation; assists employees with benefits issues; coordinates and tracks employee completion of training; coordinates notification and documentation of drug testing. • Purchasing/ Contracting Support Purchases a variety of supplies, services and equipment using purchasing cards and informal acquisition procedures; reconciles purchasing card statements; initiates purchase requisitions; coordinates with vendors to ensure on- time delivery of the best, most cost- effective materials and services; expedites all critical purchases as needed; tracks status of all purchase requisitions and purchase orders; coordinates with Sourcing and Contracts staff to ensure compliance with all corporate policies; administers service contract(s) for manager or facility. • Inventory/Supply Management Support Maintains supplies of items such as office supplies and other consumables. Conducts physical cycle counts and updates inventory records; maintains automatic reorder system for inventory; enters items and vendors into applicable inventory management systems. • IT/Database Management Support Coordinates with Information Technology and other staff in maintaining interfaces for various systems; enters data into various systems; performs database maintenance activities; provides expertise to other team members regarding functional user interface procedures and processes for software applications and systems. • Safety Program Support Supports safety program; arranges safety meetings; tracks and schedules training and medical appointments; assists with various safety initiatives; performs clerical duties on the safety committee. Supports the Personal Protective Equipment Program by tracking and verifying employees' balances. • Functional Competencies Intermediate knowledge of the structure and content of the English language, including the meaning and spelling of words, rules of composition and grammar. Intermediate knowledge of clerical/administrative procedures, requirements and techniques involved in carrying out the work of an organization. • Intermediate skills in applying procedures and practices within the framework of established guidelines. Intermediate knowledge of the organization, functions, key personnel and sources of information of the department/facility served. • Working knowledge of the company's budgeting procedures Required skills • Must have MS Office Suite can train on other programs. • High School Diploma or GED • This is supporting our line operations team but working side by side with our 2 Office Administrator with timekeeping, calendars, meeting notes and variety of other items. • Daily routine of assisting with timekeeping and other task as needed and assigned • This role will work closely with our 2-office administrator assisting them with their day-to-day work. Must have skills: 1. Detail Orientated 2. Communication Skills both orally and written 3. Problem Solving 1. Organizational skills 2. Strong work ethic 3. Learning /adaptability

Created: 2026-03-04