Administrative Assistant (Part Time)

Northern California – Benicia, CA (Northwest Regional Office)

SUMMARY

The Administrative Assistant provides general office support with a variety of clerical and administrative tasks. The incumbent will also assist with the administration of the day-to-day operations of the human resources functions and duties and will have a dotted line to the Vice President of Human Resources.

 

ESSENTIAL DUTIES AND RESPONSIBILITIES

Essential duties may vary according to region, division, area, and/or assignment. Other duties may be assigned.

  • Answers telephone system, takes accurate messages and screens and directs telephone calls for management in a professional manner.
  • Welcomes on-site visitors, determines nature of business, and announces visitors to appropriate personnel.
  • Coordinates the pick-up and delivery of express mail services (FedEx, UPS, etc.).
  • Processes incoming and outgoing mail on a daily basis by operating postage meter.
  • Composes, prepares and proofreads correspondence, office memos and reports on computer and maintains confidentiality when required.
  • Designs and implements forms for use within office by applying knowledge of software applications, and update as needed.
  • Creates and maintains proper response letters on computer for various incoming correspondence.
  • Maintains files in an organized and accessible manner to include updating information, purging files on a regular basis and creating new filing systems as needed.
  • Provides administrative support for special projects to include research, compiling data and preparation of summary reports based on results.
  • Maintains an organized office calendar and schedules meetings and appointments as needed.
  • Organizes and maintains tidiness and cleanliness of the office.
  • Assists in the ordering, receiving, stocking and distribution of office supplies as directed.
  • Coordinates lunches, employee appreciation and recognition gifts as directed.
  • Operates standard office equipment efficiently to include, but not limited to computer, printer, photocopier, scanner, facsimile machine, calculator, etc.
  • Conducts new employee orientation.
  • Prepare paperwork required for new hires.
  • Verify Form I-9 documentation and that forms are properly fulfilled while mantgaining and updating filing.
  • Assist with processing of terminations.
  • Maintain Building Project Binder.
  • Refinery Orientations, RSO & OSCA Training.
  • Order and Maintain Personal Protective Equipment (PPE).
  • Schedule annual physicals.
  • Assist with Travel Arrangements – (Back up).
  • Assist with Safety Training Paperwork and Programs.
  • Ensure project filing systems are maintained and current.
  • Assist with distribution, inventory, organization, ordering and tracking cost of brochures and SWAG.
  • Supervisory Responsibilities: None.

EDUCATION and/or EXPERIENCE

3 or more years of general business/office/administrative experience.
Some college coursework required.