Administrative Associate

Administrative Associate

Job Description

General administrative support needed with experience with excel and powerpoint.

Daily
Manage Water Hotline
Monitor client email
Transfer messages as needed
Log inquires into smartsheet
Monitor log to confirm inquiries have been responded to
Invoices
Monitor invoice email
Add invoice information to invoice tracker on smartsheet

If invoice requires requisition/no PO on invoice; reach out to PM for needed actions
Stampli Pending approval report
Confirm and access to reports
Stampli approvals
Daily Timecards checks
Monitor timecard reports and work with techs to ensure timely accurate timecard charges

Weekly (as needed)
Pcard purchase and verification
Tcard -travel arrangements
If needed, Professional Certification support - can include travel, payment for class and test etc.
Safety tailgate - during operational meetings
Mail
Amazon orders
Invoice related - Utility payments review
Bi-monthly Timecards TLA Axess
Reqs
Review of Service now dashboard
Assist finance/engineers with req related questions

Monthly
Client Meeting (ice breaker, slides, host meeting)
Valley Water letter and payments - update and get signature of letter to send in with payment
Monitor Blanket PO Repot and support engineers process invoices on time

Top 3 requirements:
Excellent communication skills (both written and verbal), follow through, proficient in Microsoft systems such as outlook, powerpoint, excel.

Notes:
In person 4 days a week minimum
7am -3:30pm (will need some flexibility, as sometimes may be needed earlier for meetings or later for meetings)

VIVA is an equal opportunity employer. All qualified applicants have an equal opportunity for placement, and all employees have an equal opportunity to develop on the job. This means that VIVA will not discriminate against any employee or qualified applicant on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.