Administrative Specialist

HKA Enterprises is unable to support C2C. 3rd party submissions and C2C requests will not be considered for any positions.

Description:

Pay: Up to $24 per hour DOE

This position will be in Aberdeen and cover both Florence and Aberdeen WMS needs. Will be responsible for the administrative duties in support of garage activities for the technicians and supervisors. The WM support team will perform the following duties, but are not limited to:
• Research, prepare, and process invoices for internal and external service work timely and accurately.
• Reconcile consolidated vendor accounts and Fleet personnel credit card expenditures in a variety of Expense Management systems.
• Manage the data entry of garage employees’ timesheets in MyTime for payroll processing
• Process the data entry of garage employees expense reports for charges incurred on client-issued credit cards or direct bill invoices
• Update service management system (Maximo) with service repairs, work order statuses, coding, licensing/registration/renewal, storm related charges and comments related to each Client-owned/leased assets and vehicles
• Assist custodians with vehicles and assets to include preventive maintenance scheduling, licensing/registration (fleet tags, apportion tags), inspection notifications to custodians, and asset reassignment changes
• Random account code validation for business units, if necessary
• Facilities request for maintenance and building repairs
• Support garage supervisors and technicians as needed:
o Travel arrangements/scheduling
o Computer and systems support, Portal Q/A
o Onboarding new technicians
o Mail processing and receiving (internal/external)
o Conference and meeting scheduling
o Adhoc assistance as needed that has not been defined
Client basic Job Description:
 Workers at this level provide administrative support to work groups in the organization. At this level, the worker has developed knowledge and skills through formal training or considerable work experience. This level works within established procedures with a moderate degree of oversight and serves in a non-exempt capacity. Uses business software applications (e.g. Word, PowerPoint, Excel) to prepare correspondence, reports, presentations, agendas, minutes, etc. Receives, screens and directs incoming calls, visitors, mail and e-mail. Maintains files and calendars. Responsible for arranging business travel, coordinating meeting arrangements, and tracking expenses. 5+ years' experience.