Administrative Assistant Jobs in Reno, TX

About The Position

Requirements

• Ability to work core hours of 8 am to 5 pm on a reliable basis.
• Knowledge of office policies and procedures and effective communication.
• Ability to communicate over the phone and in person in a courteous, approachable, and effective manner.
• Ability to keep detailed records of operational policies and procedures and show resourcefulness and independence when solving problems.
• Ability to establish and maintain effective working relationships, showing analytical skill and initiative by identifying and solving needs that arise.
• Skill in computer operations and using Excel, MS Word, Outlook.
• Ability to organize files and other records and operate general office equipment.
• Ability to plan, organize, and coordinate multiple work assignments on time and analyze data for administrative decisions.
• Knowledge of basic arithmetical calculations and use of correct grammar, punctuation, spelling, and clear sentence structure.
• High school diploma or GED
• Valid Driver’s License
• Travel in town as needed.

Nice To Haves

• Verifiable related work experience.

Responsibilities

• Assists administrative staff in all administrative needs.
• Serve as receptionist by answering phone and door entry requests, assist callers, visitors, and employees in a professional, proactive, and congenial manner.
• Maintain knowledge of policies and procedures.
• Receive, sort, distribute, and prepare both U.S. (will require use of postage meter) and interoffice mail daily. Serve as courier, making pick-up and deliveries as requested.
• Monitor office supply cabinet and keep it organized and clean. Order needed supplies following FGS, DEP, and state purchasing guidelines.
• Check to ensure the building is locked, secured, and lights are off at the end of the day.
• Responsible for building maintenance and providing property custodian assistance for FGS which include - submitting service tickets/work orders, ordering building access cards for the Commonwealth location, maintaining and reviewing the WO spreadsheet. Assist the property custodian with annual inventory meeting deadlines as required.
• Responsible for all FGS vehicle tracking which includes - collecting vehicle logs, ensuring accuracy of data entry in logs, entering information, and uploading scanned documents in the DEP system on time. Except for drilling operations vehicles, keep FGS vehicle calendar, maintenance, and cleaning schedules. Ensure that vehicles are maintained in good working order, clean, safe, and available for use as needed. Ensure that vehicles are properly maintained by completing monthly inspection reports and coordinating repairs and routine maintenance.
• Conduct purchasing and payments using MFMP, ELFF and purchasing card to support FGS operations, including annual membership payments, invoice payments, supply orders, and other purchase orders as needed. Pick up purchasing cards and pay warrants from DEP offices.
• Serve as the FGS Awards Coordinator and Employee Engagement Liaison. Ensure that DEP awards deadlines are met and assist with awards submission and drafting. Coordinate annual FGS awards committee each year and ensure that nominations are drafted, prepared, and approved by the FGS Director. Assist committee with awards ceremony scheduling and planning, making sure that all plaques and awards are ordered and prepared. Maintain list of external (OneDEP) and internal (FGS) recognition awarded to employees each year.
• Complete meeting minutes for FGS staff meetings and other meetings, as requested.
• Serve as assistant to the Training and HR Liaison.
• Participate/Perform other duties as required.

Benefits

• Annual and Sick Leave benefits
• Nine paid holidays and one Personal Holiday each year
• State Group Insurance coverage options, including health, life, dental, vision, and other supplemental insurance options
• Retirement plan options, including employer contributions
• Tuition waivers