Office Services Admin. - Sulphur, LA

Total Safety is looking for an Office Services Administrator to join their safety conscious team! The Office Services Admin must have good oral and written skills to communicate with internal and external customers at all levels. Ability to maintain data integrity and to extract data, perform calculations and prepare reports in an accurate and timely manner. Ability to maintain confidentiality with sensitive data. Ability to handle diverse tasks simultaneously, work effectively with interruptions and meet deadlines under intermittent supervision. Good organization and time management skills to handle multiple tasks in an environment with large volumes of data.

Total Safety is the world's premier provider of integrated safety and compliance services and the products necessary to support them, including gas detection, respiratory protection, safety training, fire protection, compliance and inspection, industrial hygiene, onsite emergency medical treatment/paramedics, communications systems, engineered systems design, and materials management. Our Core Values are People, Safety & Wellbeing, Accountability, Responsibility, Empowerment, Honesty, Transparency, and Integrity.

Specific Job Duties and Responsibilities:  

• Completes complex records and reports using accounting system and personal computer. Knowledge of customer track systems and allocating charges for billing.
• Verifies accuracy of records, reports and supporting documentation prepared by others. Ensures that documents being processed are included in the appropriate accounting period for invoicing and payables.
• Coordinates and prepares month end accruals and reversals.
• Follow up with line of business supervisors when needed.
• Assigns transaction codes to documents.
• Verifies internal consistency, completeness and arithmetic accuracy of account documents and are classified and reported according to accepted accounting standards.
• Assists location manager with weekly and monthly reporting and reviewing monthly results.
• Will cross train on customer track or EDI systems to assist support administrative staff within the region in their absence or during peak work periods.
• Confirms payroll entries are made and ensures employees are paid accurately.
• Orders and maintains adequate inventory of office, parts and safety supplies with established suppliers and within established policy and dollar limits.
• Monitors that deadlines are met for all Purchasing and Travel Card expense reports.
• Invoicing, collections and help with accounts payable.  

Qualifications

Education and Experience: High school diploma or GED and 5+ years of office administrative experience preferred.

Experience: Some knowledge of general office practices and procedures. Direct experience with knowledge of departmental function, procedures, terminology and interrelationships.

Other Required Skills: PC skills with knowledge of MS Word, MS PowerPoint, MS Excel, and other departmental software programs. Ability to maintain spreadsheets and modify formats in order to complete assignments and ability to recommend improvements. Ability to pay close attention to details and present good planning, organization and time management skills. Ability to work effectively with interruptions and consistently meet or exceed production and quality goals. Ability to handle confidential or sensitive information or issues.

Interpersonal Communications: Contacts with immediate associates and immediate supervisor for instructions, training and guidance. Some contact with other departments or external contacts to clarify, obtain and furnish information. Effective oral and written communication skills with good vocabulary, good grammar and good telephone etiquette.

Physical Demands: While performing the duties of this job, is regularly required to sit, use hands to finger, handle or feel; reach with hands and arms; and talk or hear. Occasionally required to stand; walk; stoop; kneel or crouch. Must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision and ability to adjust focus.

Work Environment: Spends most of time in an office environment, occasional visit to shop area.

Complexity of Duties and Decisions: Work consists of tasks, processes or operations where the employee must select and apply standard policies and procedures requiring little interpretation. Resolves most questions independently by choosing between a few clear choices or discussing with a supervisor. Must adhere to departmental policies, schedules and deadlines. Must conform to standard work practices (safety, security, environmental procedures and company business practices and code of conduct.

Authority: Works under general supervision, with broad instructions covering what is to be done, limitations quality and quantity expected, deadlines and priorities. Additional specific instructions are given for new, difficult or unusual assignments. Frequently provides guidance to less experienced personnel. Models and teaches compliance with all work practices, policies and procedures.