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Executive Assistant

Job Openings:

0

Job Summary

The Executive Assistant is the initial face of DPS Group.  They work closely with all team members whether through arranging for hotels, verifying job time for all employees, coordinating all onboarding of new employees, maintaining all safety sheets to submitting all back ground checks.

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Essential Functions:

  • Responsible for answering all phones calls and directing all incoming calls to the correct team member, or taking a message and relaying that to them. 

  • Coordinate onboarding process for all new hires.  This includes assessment tests for applicants, tax paperwork for new hires as well as completion and submission of all background checks for new hires.  

  • Train all new hires on time keeping procedures and set up time keeping software for each employee.

  • Assist in the maintenance of file server for both office and project documents.

  • Arrange hotel rooms for all out of town crews weekly.  Work closely with Field Coordinator to ensure rooms are satisfactory and charges for rooms are correct.  Set up all direct bill accounts with hotels.   Establish payment arrangements for all hotels and verify all credit card statements and bank drafts for hotels for accuracy.

  • Collect and file all daily reports, safety reports, accident reports, and disciplinary reports on the server.  Make sure all appropriate team members have received copies of all reports.

  • Verify all on the job time and all travel time for all employees.  Make sure that time is correct and charged to the correct project.  Enter all time into accounting software.

  • Enter all per diem, material and mileage reimbursements for all team members.

  • Maintain and keep current all Paid Time Off for all team members.

  • Responsible tracking all licenses for the company.  Coordinate with Operations Manager and Owner to ensure all continuing education has been completed prior to license renewals and that licenses are renewed prior to expiration.

  • Add all new team members for time keeping software. 

  • Maintain database of projects in time keeping software, fuel program and vehicle tracking software.

  • Maintain tool tracking database and software

  • Maintain all office supplies.

  • Handle all shipping and postage for all team members.

  • Maintain appropriate inventory of company shirts and personal protective equipment.

  • Fleet manager - track all vehicle maintenance, renew all truck tags, track all service on all vehicles, distribute all auto insurance renewal documentation.

  • Add/ subtract drivers from vehicle insurance policy.

  • Work closely with Owner, Operations Manager, Accountant & Project Managers, and all other team members.

  • Will read and comply with all guidelines provided in the Employee Handbook, Safety Manual, or Policy and Procedure Manual.

  • Proficient in all Microsoft Office programs; specifically Outlook, Word & Excel.

  • All other duties as assigned.

 

Competencies

  • Technical capacity with attention to detail

  • Team builder/leadership attributes

  • Strong decision making

  • Excellent communication skills, both oral and written

  • Problem solving

  • Exceptional organizational skills

  • Time management

  • Able to maintain professional appearance and conduct, at all times.

  • Able to demonstrate necessary computer and keyboard skills.

  • Able to demonstrate necessary multiline phone skills.

  • Ability to manage customer and company specific information and documentation in an organized manner.

  • Able to maintain high levels of productivity, meeting deadlines while maintaining accuracy.

 

Work Environment

This position will work at the company offices located in Wetumpka, Alabama.  This position is performed inside and mostly sitting at a desk.

  

Physical Demands

While performing the duties of this job, the employee is frequently required to stand, walk, use hands to finger, handle or feel and reach with hands and arms. The employee is occasionally required to sit, climb, balance, stoop, kneel, crouch. The employee must be able to lift or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

 

Expected Hours of Work

This is a full-time position. 40 hours per week. Typical work weeks are Monday through Friday, 7:30 a.m. to 4:30 p.m. Some overtime my be required from time to time but it is infrequent.

 

Required Education and Experience

  • High school diploma or GED

  • 2 - 5 years of experience as an administrative assistant is required.

  • Proficiency with Microsoft Office: Outlook, Word, Excel.

 

Additional Eligibility Qualifications

Must have dependable transportation, valid driver's license, clean back-ground check and random drug screening consent.

 

Work Authorization

Must be authorized to work in USA.

 

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

 

Employee Benefits

  1. Vacation/PTO

  2. Paid Holidays

  3. Medical

  4. Dental

  5. Vision

  6. Profit Sharing

  7. Pre-tax Company Match IRA Retirement Plan

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