Administrative Assistant

Seeking qualified "Rockstar" candidates for this POSITION as our Chief Happiness Officer (CHO)

40hrs Each weekly, Monday-Friday

Do you have Mad office skills?

Are you an Excel machine?

Do you like to be recognized for your hard work?

Do you enjoy working alone?

Do you Rock the house on social media?

Do you enjoy working with a great TEAM?

Are you a closet tech geek?

Do you like editing videos like a beast?

Do you enjoy solving problems?

 $1,000.00 Rockstar loyalty bonuses

 $1,000.00 Rockstar Recruitment bonuses

If you answered "yes" to these questions keep reading.  If not, you may hate it here. 

MINIMUM QUALIFICATIONS:  (I did say minimum...Right???????)

1. Experience with a popular word processing program required.  Microsoft Word, Excel, and Powerpoint for Windows preferred.
2. Ability to communicate in English, both oral and written, required.
3. The ability to communicate orally in Spanish may be required.
4. Bookkeeping experience required.
5. Ability to effectively deal with short suspense requirements and multiple priorities essential.
6. Ability to effectively deal with customers, employees, potential employees, and regulating government representatives essential.
7. Valid driver’s license and good driving record.

PHYSICAL REQUIREMENTS:

Visual acuity to the extent that the person can use a PC for creating, editing and proofreading word processing documents, and input data into the Customer Factor CRM and Quickbooks online financial management system.  Hearing/speaking ability in English to the extent that the person can answer the telephone, take messages, refer callers to the correct person, etc.

DUTIES:

The District Administrative Assistant is responsible for assisting the District Manager and staff in all Advantage Cleaning Services, Inc. (ACS) activities in accordance with ACS policies and procedures.  These include:

1. Recruitment.
2. Human Resources.
3. Office Administration.
4. Operations.
5. Accounting.
6. Marketing.
7. Customer Relations.
8. Safety.
9. Training and evaluation.
10. Supply.

 MAJOR GOAL:

 To assist the District Manager and staff to maintain a profitable District and meet District profit margin and growth goals.

 SUBORDINATE GOAL AND KEY RESULTS:

 1.  To maintain an effective recruitment program, the District Administrative Assistant will be successful in this Key Results Area when:

 a.  Help wanted advertising is timely and cost-effective.

 b.  All-District positions are filled.

 2.  To maintain an effective human resources program, the District Administrative Assistant will be successful in this Key Results Area when:

 a.  New hires are screened in accordance with ACS policy, i.e., screening and police records checks.

 b.  Personnel files are orderly and proper.

 c.  Disciplinary actions, including terminations, are proper.  If disciplinary actions are challenged in court or by an administrative hearing, ACS prevails.

 d.  Unemployment compensation is minimized and ACS prevails in Unemployment Compensation hearings.

 e.  Recognition programs, Employee of the Month, Employee of the Year, are established and ongoing.  Employee recognition is publicized in the Newsletter.

 f.  Group interviews/Orientations/ safety training is conducted for potential new hires.

 g.  The prospective employee database is maintained.

 h.  He/she ensures that each employee receives an accurate and timely error-free paycheck on the scheduled pay date, i.e. no hand checks.

 i.  Attend the ongoing Supervisor’s training program.  The minimum requirement is the Quarterly Supervisor’s meetings.

 j.  Uniform inventory is maintained and available for issue.

 3.  To maintain efficient office administration, the District Administrative Assistant will be successful in this Key Results Area when:

 a.  Files are orderly.

 b.  Correspondence is timely.

 c.  Records are properly maintained.

 d.  All necessary ACS forms are on hand and easy to locate.

 e.  Telephone messages are communicated promptly.

 f.  Customers calling about complaints are reassured that action will be taken.

 g.  Customer complaints taken over the phone are immediately referred to as the proper Manager/Supervisor.

 4.  To ensure timely and effective administrative, accounting and clerical assistance to the operations staff, the District Administrative Assistant will be successful in this Key Results Area when:

 a.  Quickbooks Online Financial Management reports are distributed to the Managers so that they can comply with the management information requirements of the Operations Manual.

 b.  Procedures outlined in the Administrative Manual are followed.

 c.  Clerical assistance to the operations staff is timely.  This assistance includes typing inspection reports, lesson plans, job descriptions, etc.

 d.  Account Operations Manuals are prepared for the staff as needed.

 e.  Vehicle Logs and assignments are maintained.

 5.  To ensure that District accounting practices are proper, reports are timely and accurate, the District Administrative Assistant will be successful in this Key Results when:

 a.  Timekeeping errors are under 1%.

 b.  Prompt adjustments to timekeeping reports are made.

 c.  Reports to the Corporate Office are on time and accurate.

 d.  District accounting practices are in compliance with the ACS District Procedures Manual.

 6.  To ensure that Administrative Assistance to the marketing program is timely and effective, the District Administrative Assistant will be successful in this Key Results Area when:

 a.  He/she maintains a prospect data on sales leads provided by telemarketing and direct mail efforts.

 7.  To ensure that the District Administrative Assistant participates in customer relations programs, he/she will be successful in this Key Results Area when:

 a.  He/she maintains a calendar of Job Status calls and reacts to customer needs.

 8.  To ensure that the District Administrative Assistant assists in the District Safety Program, he/she will be successful in this Key Results Area when:

 a.  A book of Safety Data Sheets (SDS) used in the District is maintained.

 b.  Monthly safety meetings are held.

 c.  Accident/incident reports are forwarded to the Corporate Office, the state and the insurance company as required by the ACS Safety Program/Manual.

 9.  To ensure that training aids are on hand for entry-level, Supervisor and Manager training, the District Administrative Assistant will be successful in this Key Results Area when:

 a.  ACS Lesson Plans are available in the District Office.

 b.  DVD’s and books are available for in-office and checkout use.

 c.  The Building Service Contractor’s International (BSCAI) Independent Study Guide is available for use.

 d.  Other BSCAI materials, including the Carpet Care and Hard Surface Care Manuals, are on hand.

 10. To ensure that supply procedures are timely and proper, the District Administrative Assistant will be successful in this Key Results Area when:

 a.  Managers have the supplies and equipment that they need while the on-hand inventory is limited.  (This requires using the supplier as the warehouse.)

 b.  Purchase orders are prepared in accordance with ACS procedures.  Opportunities for resale are exploited.

 NOTE:

 Job/Position Descriptions are written to give employees and Supervisors information about the job.  They are not contracts of any kind.  Employees can be reassigned at any time and given other duties within the Corporation.  Not all jobs have position descriptions.  It is impossible to list each and every duty in a position description and employees are expected to follow the instructions of their Supervisor whether or not those instructions are included in a job description.

 The job headquarters is located in Hornell NY.