Summary: 

Responsible for the day-to-day administrative activities to ensure working professional relationships with clients, vendors, and Burbank employees. Position has One Direct Report - Administrative Assistant/Receptionist. Reports to Project Manager and interacts with all personnel at the plant. Professional and courteous relationships with corporate accounts payable staff, clients, plant visitors, contractors, and co-workers must be maintained.

Nature & Scope-Principal Areas of Responsibilities:

• Assist all personnel with day-to-day administrative requirements. 
• Prepare Authorized Signed Agreement (ASA) for submission and approval to client  
• Track project expenses for ASA costs. Incumbent will review monthly billings for pass thru and ASA items and submit them to the client. 
• Enter reports for Burbank personnel. 
• Track ASA balances and distribute to Managers.
• Review all requisitions and NPRs issued through PeopleSoft prior to Project Manager approval. 
• Cover the front desk during lunch and breaks and when direct report is out of the office
• Review month-end financial reports and advise Project Manager of questionable items and follow-up with Client for collection of outstanding revenue; in absence of direct report  will enter time for all non-exempt Burbank employees in accurate and timely manner.
• Oversee ordering of office and janitorial supplies.
• Verify all requisitions for project (GL codes and project data) in PeopleSoft and identify as ASA or pass through charge as well as reconcile all accounts for manager approval.
• Track all technical training of project personnel. 
• Partners with Human Resources and completes new hire paperwork (including I-9 form and new hire orientation) and maintains local Personnel files. 
• Be knowledgeable of Federal/California labor laws, including required workplace postings.
• Assimilate required Quality Control Report (QCR) data and input in report.   

   

  Job Requirements:

   

  -Minimum of High School Diploma or equivalent required. Associates Degree Preferred in Accounting and/ or business administration.

  -Minimum of 5 years experience as administrative assistant as well as accounts payable experience processing invoices. 

   
   

   

  Special Skills/Abilities Needed:

   

  -Knowledge of Google Suite and Microsoft Office, as well as PeopleSoft, ADP and VisaWorks.

  -Ability to communicate effectively, both orally and in writing. 

   

  -Strong aptitude for planning, organizing, scheduling, assigning and evaluating the work of subordinates.

  -Ability to train, encourage, coach, and counsel subordinate employees.

   
   

  -Ability to work independently and accurately, and with all levels of personnel.

  -Must possess superior organizational skills and be able to plan, prioritize, and work simultaneously on multiple projects. 

   

  -Ability to shift priorities frequently and effectively perform under pressure.