Administrative Assistant at Prairie Restorations Inc in Scandia, Minnesota

Job Description:

Position: Administrative Assistant

Department: Services

Reports To: Site Manager

Classification: Hourly

Direct Reports: None

The mission at Prairie Restorations, Inc. (PRI) is, To produce and provide the most ecologically appropriate plants, products and services possible to restore and manage native plant communities. In accordance with Prairie Restorations, philosophy, all team members work together sharing a common goal of a successful, profitable, and innovative company. All team members are to be role models of our Core Values.

Our Core Values

Growing together with positive perseverance

Passion to do right by nature.

Integrity and respect for all.

This job description identifies areas of accountability. This is not an all-inclusive list of duties. These are primary responsibilities.

Position Summary

The Administrative Assistant is primarily an office support role that will assist the leadership team with record keeping and other administrative functions including mentoring others in the use of Zoho, KPay, SharePoint and Microsoft Office tools including Outlook email. The Administrative Assistant will act as a liaison between the corporate office and site staff. Primary duties will include manual entry of services into online systems for work project allocation, invoices and billing, completing new hire orientations and digital paperwork for new and returning staff. This position will act as the point of contact at the site for required employee training completion and record keeping. Additionally there will be office duties which include routing incoming calls to appropriate Managers or corporate office, maintaining office supplies through ordering process and reconciling site credit and gas card receipts under the direction of the Site Manager, Director of Operations and Financial Manager.

Primary Responsibilities

Services Administrative Support (50%)

Using Zoho Data Entry

Enter quotes created by Manager

Build in new sales orders

Allocate services to designated projects

Create invoices

Enter leads

Provide Site Manager or Assistant Site Manager with weekly secured work details as requested.

Act as a point of contact for site employees needing assistance with functions of Zoho, KPay, and Microsoft Office.

Ensure DOT and Herbicide Licensing requirements are current and kept up to date and maintain records.

Maintain site-specific equipment list

Ensure Site Company Vehicles and Trailer registrations are kept up to date and purchase renewals when due to avoid expiration.

Receiving incoming calls and providing general information to customers, referring complex customer issues to Site Management or appropriate corporate office contact person.

Receive purchase requests after approval from Site Manager. Collect receipts from purchases and attached to purchase requests and submit to corporate office.

Reconcile gas card purchases, attach receipts, submit to Accounts Payable monthly for timely payment.

Monitor and order office supplies within site budget.

Complete job tracking spreadsheet

Liaison with Main Office (40%)

Act as point of contact for getting correspondence to and from main office in timely manner, including receipts, invoicing and billing information as well as employee forms and documents.

Refer complex customer questions and concerns regarding billing and secured work to the Director of Operations, Director of Sales and Marketing and/or Financial Manager for resolution.

Act as the sites primary presenter of new hire orientations.

Responsible for completion and submission of new hire digital paperwork including obtaining required forms of ID for I-9 purposes. Oversee new hire and annual required employee training and certifications are completed within deadlines to avoid expiration. Acting as point of contact to notify employees of training coming due and collecting documentation of completion to submit to corporate Human Resources for personnel files.

Attend job fairs and assist in recruiting efforts for the site

Maintaining records of company property as employes are hired and as employees exit the company.

Miscellaneous Duties (10%)

To assist other departments/locations within the company as needed

Submit requests to corporate office to grant or discontinue system and/or online access for all site personnel

To help keep the office clean and organized

To maintain safe working conditions

Other duties as assigned

Work Environment

This position regularly operates in a professional office environment. This role routinely uses standard office equipment such as computers, scanner/printer/copier/fax, phones and filing cabinets.

Physical Demands

This is largely a sedentary role however some filing is required. This would require the ability to move files, open filing cabinets and bend or stand as necessary.

Confidentiality

The nature of the position allows access to confidential financial, business development, marketing, and sales information besides personal and confidential information regarding the owners and employees. Company policy requires that all information of this type be regarded as Confidential and not for communication, discussion or other distribution to any unauthorized person. The dissemination of any of this information to any persons other than those authorized or approved by the President shall be considered as grounds for immediate termination and considered as a violation of the Companys right to privacy.

Equal Employment Opportunity

We are an equal opportunity employer, and all applicants will be considered for employment without attention to their membership in any protected class. If you require any reasonable accommodation to complete your application or any part of the recruiting process, please email your request to prihr@prairieresto.com , and please be sure to include the title and the location of the position for which you are applying.

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