Admin Asst III

Total Safety Careers • La Porte, TX

2d • Onsite

About The Position

Total Safety is looking for an Admin Asst III to join their safety conscious team! The Admin Asst III provides administrative and clerical support that requires specialized knowledge, typically to a department or group of professionals. Total Safety   is the world's premier provider of integrated safety and compliance services and the products necessary to support them, including gas detection, respiratory protection, safety training, fire protection, compliance and inspection, industrial hygiene, onsite emergency medical treatment/paramedics, communications systems, engineered systems design, and materials management. Our Core Values are People, Safety & Wellbeing, Accountability, Responsibility, Empowerment, Honesty, Transparency, and Integrity. Essential Duties:   Performs a variety of clerical and administrative duties for assigned department.  Prepares documents, correspondence, presentations, and reports as assigned.  Edits and proofs for grammar, spelling, and clarity of expression, organization, and conformance to company specifications.  Proofs art or graphics and verifies that art and text agree.  Compiles, copies, binds, and distributes projects or coordinates outsourcing of production.  Collects, compiles and reviews complex data and information for inclusion in reports and presentation materials.  Enters data from various sources to maintain and update various databases and spreadsheets.  Ensures data integrity by verifying input and calculations.    Works with assigned team to develop and maintain standard templates for regular departmental activities, reports, and presentations to maximize efficiency and reduce turnaround time.    Assists others by furnishing information and helping with problem resolution.  Answers most questions via phone or email independently and provides accurate and timely information.  Takes accurate phone and verbal messages and ensures that messages are communicated in a timely manner.    Creates, runs, and distributes standard and customized periodic reports, to communicate follow-up requirements and to summarize reports, etc.  Prepares basic review /analysis of reports and provides summary and/or deviations to facilitate review.  Maintains organized computer and/or hard copy files for easy identification and retrieval.  Plans, coordinates, and decides for on-site and off-site meetings conferences and dedicated events.  Coordinates scheduling, travel for attendees, meeting materials, AV, and catering arrangements.    Ensures accurate and timely communication to involved parties.  Assists others in the department, as necessary. Assists others in office as needed including providing back-up reception. May assist with departmental human resource functions, which may include maintaining time off request, training less experienced personnel, preparation of confidential personnel information and new hire orientation.  Cross-trains with others as assigned.   

Requirements

• At least three (3) years administrative experience.
• Direct experience with knowledge of departmental function, procedures, terminology, and interrelationships.
• PC skills with thorough knowledge of MS Word, MS PowerPoint, MS Excel, and other departmental software programs.
• Ability to develop and maintain spreadsheets and modify formats to complete assignments and recommend improvements.
• Ability to pay close attention to details and present good planning, organization, and time management skills.
• Ability to handle diverse tasks simultaneously, work effectively with interruptions and consistently meet or exceed production and quality goals.
• Demonstrated ability to handle confidential or sensitive information or issues.
• Ability to efficiently operate and perform basic maintenance and troubleshooting of all office equipment.
• High school diploma or GED plus additional specialized courses or Associates Degree in related field.

Nice To Haves

• Internal experience preferred.

Responsibilities

• Performs a variety of clerical and administrative duties for assigned department.
• Prepares documents, correspondence, presentations, and reports as assigned.
• Edits and proofs for grammar, spelling, and clarity of expression, organization, and conformance to company specifications.
• Proofs art or graphics and verifies that art and text agree.
• Compiles, copies, binds, and distributes projects or coordinates outsourcing of production.
• Collects, compiles and reviews complex data and information for inclusion in reports and presentation materials.
• Enters data from various sources to maintain and update various databases and spreadsheets.
• Ensures data integrity by verifying input and calculations.
• Works with assigned team to develop and maintain standard templates for regular departmental activities, reports, and presentations to maximize efficiency and reduce turnaround time.
• Assists others by furnishing information and helping with problem resolution.
• Answers most questions via phone or email independently and provides accurate and timely information.
• Takes accurate phone and verbal messages and ensures that messages are communicated in a timely manner.
• Creates, runs, and distributes standard and customized periodic reports, to communicate follow-up requirements and to summarize reports, etc.
• Prepares basic review /analysis of reports and provides summary and/or deviations to facilitate review.
• Maintains organized computer and/or hard copy files for easy identification and retrieval.
• Plans, coordinates, and decides for on-site and off-site meetings conferences and dedicated events.
• Coordinates scheduling, travel for attendees, meeting materials, AV, and catering arrangements.
• Ensures accurate and timely communication to involved parties.
• Assists others in the department, as necessary.
• Assists others in office as needed including providing back-up reception.
• May assist with departmental human resource functions, which may include maintaining time off request, training less experienced personnel, preparation of confidential personnel information and new hire orientation.
• Cross-trains with others as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree
• Number of Employees: 1,001-5,000 employees