Job Listing Description

Admin Assistant - Field Services - UT

Description:
Chipton-Ross is seeking an Admin Assistant - Field Services for an opening in Salt Lake City, UT.

Provide customary and usual Office Admin support to the Field Organization consistent with the unit’s operating procedures, practices and objectives. Office Admin encompasses the collection, storage, retrieval and dissemination of data, information, or materials by electronic or manual means.
1. Process customary and usual documents, forms, reports, transactions, etc. in accordance with the Field Organization procedures and practices.
2. Maintain Field Organization electronic records. Input files maintenance data on particular reporting systems, create and check audit repots and summaries for errors.
3. Receive, respond, redirect, or affect customary and usual inquires.
4. Collect, store, retrieve or disseminate data, information or material as required. Compile and maintain various standard reports.
5. Handle phone inquiries from over 360 employees working outside the home office, ability to take accurate and complete messages for internal and external customers.

RESPONSIBILITIES:
1. Maintain FSR assignment history spreadsheet and update as needed, at least weekly.
2. Create projected Weekly Manning Summary sheets using data from the Yearly Manning Summary. Include scheduled vacation. Bi-weekly send spreadsheet to distribution list after approval by Shiban.
3. On a weekly basis, check timecards against yearly manning sheet to ensure all FST’s are located correctly in the system. Make necessary changes in the system or notify Field Managers of location changes needed.
4. Seek input to update the Field Organization home web page. Post general message and reminders as needed.
5. Create a monthly update Org Chart using manning sheets as basis. Post updated Org Chart on the Field Org home web page.
6. Draft initial assignment letters, loan-in-labor, and re-assignment letters and submit to the Field Manager for final approval and distribution. Field Managers have the responsibility to get feedback from previous site and ensure distribution and saving in Field Management
7. At least once a week audit FSR Update database for accuracy and completeness. Send update reminders to FSR’s and copy Site Leads and Field Managers as needed.
8. Keep a log of greeting cards ordered, and mailed and re-order as needed.
9. Draft and format the monthly Field Org newsletter. Request input from staff on various programs. Distribute to field personnel after final review and approval
10. Weekly input work hours for the RCSSS contract in the electronic hours log from the PFR software.
11. Prepare kit, welcome sign, picture magnet for board, paper files for new hires and transfers in. Update and distribute new hire and managers checklists as needed.
12. Keep and update a staffing summary by year with names and dates for new hires, resignations and reason, COP transfers in and out, loan-in-labor and retirements.
13. Check for site-specific documents per site on specified format. Ask Site Leads to update documents every quarter or as needed.
14. Monitor, audit, and remind FSR’s about Corporate and CSW compliance training. Resolve accessibility issues with appropriate in-house contacts.

REQUIRED EXPERIENCE:
Working knowledge on how to use an office computer, ability to proficiently use Microsoft Word, Outlook, PowerPoint, Excel, Access and SharePoint. Ability to produce reports in a timely manner and check for accuracies.
Good communication skills on the phone and in writing

EDUCATION:
HS diploma and at least one year of college in Business admin or office practice curriculum

WORK HOURS:
Full-Time
9/80

 
Job Number: 167948
Job Location: Salt Lake City, UT
Rate: $15 to $20.00 DOE
Duration: 6 Months
Input Date: 04/13/2018
Firm Name: CHIPTON ROSS
Attention: Silmese Graves
Address: 343 MAIN ST
City, State: EL SEGUNDO, CA 90245
Phone: 310/414-7800 X286
800 Phone: 800/927-9318
Fax Phone: 310/414-7808
Email: sgraves@chiptonross.com
Website: www.chiptonross.com

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