Administrative Support Associate II (13NC.24) - American States Water Company

Through its wholly owned subsidiaries, American States Utility Services, Inc. contracts with the federal government to provide water and wastewater services that include operating, maintaining, renewing, replacing, and constructing new systems on military installations throughout the United States. The installations where we presently operate are home to nearly 350,000 military and civilian personnel and families.

We proudly deliver these vital services to military installations in Maryland, North Carolina, South Carolina, Texas (including southeastern New Mexico), Virginia, Florida, Kansas, and Massachusetts.

Serving those who serve.

United States Veterans, Reservists, National Guard Members, and Military Spouses encouraged to apply.

SUMMARY:
The incumbent in this position provides and oversees the effective and efficient execution of office functions by performing a variety of general administrative assignments within a framework of established procedures.

ACCOUNTABILITY:
As a skilled employee and responsible professional, the incumbent must work independently, exercise initiative and judgment in the performance of a broad range of support responsibilities in an environment of routinely sensitive and confidential issues. Therefore, the employee must have strong organizational and interpersonal skills to deal effectively with all levels of the company’s staff, visitors, customers and vendors.
Since the Administrative Support Associate is the first point-of-contact with various internal and external personnel, it is important for this individual to maintain the highest level of ethical business practices and work standards. These qualities include providing excellent customer service, being punctual and maintaining a professional demeanor. The Administrative Support Associate routinely handles sensitive information requests; as such, this individual must meet all requirements on the Company’s Code of Ethics/Conduct, including consistently promoting a professional image of the Company at all times. Ensure compliance with company policies and procedures.

JOB FUNCTIONS:

Incumbent will be performing the following tasks with limited supervision:

• Reconciles all expense coding, assists Operations Support with PCard program to include new, renewal and deactivation of accounts
• Coordinates the administrative functions of facility management, security, network, telephones, computer management, system access forms and office administration
• Processes and reviews all time entry, run applicable reports, maintains leave balances, time off awards and leave donations, input corrections, and prepares certified payroll as needed
• Maintains physical inventory control processes, assists in physical inventory reconciliation, issues inventory parts to associated work orders and ensure all unused parts are returned to inventory
• Assists in development and monitoring of budgets to include forecasting expenditures from functional areas within the subsidiary and maintaining status of open procurement and spend items
• Coordinates yearly open enrollment, facilitates employee benefit requests throughout the year and assist with employee self-service portal
• Reviews and routes applications from applicant tracking system, creates personnel requisitions and personnel action forms, coordinates interviews, prepares interview documentation, and arranges new hire physicals and drug screens, provides first day paperwork, tour of office, and introduction to staff
• Assists EHS with the coordination of Workers Compensation claims and reports vehicle and property damage
• Codes invoices and submits check requests for processing through Accounting
• Creation of contract action notice forms, development of requisitions, and purchase order receiving
• Supports capital team by maintaining proposal estimating support library on SharePoint, uploading budget estimates, and prepare miscellaneous reports and documents
• Acts as a liaison with the Contracting Officer Representative (COR) as well as the Public Works representative to include proper coordination of Contractor Access Cards, overseeing subcontractor approval lists, and coordinating presentations and special projects requested by the Government COR
• Conducts outreach to community leaders, partners and organizations to bring knowledge and expertise to client community, and coordinate community outreach events
• Maintain open communication with staff at all ASUS offices, ASUS subsidiary companies, and General Office staff
• Special projects, reports/trackers and other tasks as assigned
Incumbent will be responsible for helping to provide support as needed on the following task:
• The initial contact for visitors, screens and routes incoming telephone calls, addresses walk-in inquiries, schedules appointments, and provides general information to staff and public
• Handles both incoming and outgoing mail
• Assists with the daily tasks to include awareness of all field activities, alerting all affected parties of service interruptions, inputting of data into work order database, and compiling of deliverable reports
• Provides check sheets for routine maintenance and/or reviews daily field reports as required
• Assists with issuing/coordination, tracking and payments related work performed for others
• Procures employee uniforms, provides cleaning services and tracks retired articles of clothing
• Works closely with the Operations Support team to maintain fleet vehicles to include the renewal of registrations and inspections, insurance ID cards, monitoring and scheduling of appropriate services, and assisting with the ordering and retirement of vehicles
• Coordinates appropriate training to include LMS, OSHA, CDL licensing, asbestos abatement, respirator fit testing and ASUS initiative training, and training for secure location access on military installation
• Orders supplies for office and building
• Files documents, maintains computerized and manual records for retention per ASUS policy, and compiles data for general information purposes and individual requests for special reports
• Develops and produces Monthly Operational Reports and other reports required to meet regulatory compliances
• MOD/CLIN trackers and invoices to government and third parties.
• Assist with preparation of the bi-weekly activity report and proposal documents
• Help ensure adherence with policies and ensure all related processes are in compliance with Sarbanes-Oxley and other regulatory requirements

MINIMUM POSITION QUALIFICATIONS:
• High school diploma or equivalent required; Associates Degree preferred
• IAAP CAP Certification required; a Bachelor’s Degree in business administration, finance, accounting or closely related field may be substituted for the certification
• Three to five years of related business experience
• Ability to use correct English, grammar, spelling, vocabulary, and punctuation
• Valid Class C driver’s license for state where employed

SKILLS:
• Proficiency in Microsoft Office Suite
• Ability to effectively organize multiple projects, establishes priorities to achieve the goals of the team and customers and meet short deadlines
• Identifies and helps develop process improvements to increase efficiency and effectiveness of ongoing activities
• Handles sensitive and confidential information in a private, safe and expeditious manner
• Some travel may be required to assist subsidiaries and transition activities

QUALITIES OF A SUCCESSFUL ADMINISTRATIVE SUPPORT ASSOCIATE:
• Trustworthy; strong personal integrity
• Demonstrates strong levels of accountability and ownership
• Strong written and verbal communication skills
• Solid presentation skills
• Collaborative/Team oriented
• Exhibits professionalism with internal and external contacts
• Organized with strong attention to detail and time management skills
• High degree of initiative; self-starter

May include but not limited to standing, climbing, walking, lifting up to 20 lbs., bending, pulling and/or pushing, grasping, reaching, stooping and crouching, sitting, typing, walking, reading, writing, color determination, speaking and listening for extended periods of time.

BENEFITS

Our Company supports our employees with rich benefit programs and resources to help them thrive today and prepare for tomorrow.  Benefit options include medical, dental, and vision plans with the Company currently paying 85% of the monthly premium for employees and their eligible dependents.  We also offer paid vacation and sick time and twelve Company paid holidays per year.  To help our employees plan for the future, we offer both a 401(k) retirement plan as well as a Defined Contribution Profit Sharing retirement plan.  Additional benefits include life, AD&D, and LTD insurance as well as health savings account and flexible spending plans.

COMPENSATION INFORMATION

The compensation range provided is in compliance with state specific laws.  Multiple factors are used to determine the actual starting rate of pay for all of our positions, including specific skills, years of experience, education, certification(s), and other job related factors.

U.S. Citizenship is required pursuant to our contract with the federal government.

The responsibilities of this position will involve access to information that may be considered confidential, private and sensitive. Therefore, the individual filling this position will be required to both allow and pass a background check.

NOTE: Reasonable accommodations will be made to enable individuals with special needs to perform the essential functions.