Administrative Assistant

Company Description

About Veolia North America

A subsidiary of Veolia Group, Veolia North America (VNA) offers a full spectrum of water, waste and energy management services, including water, and wastewater treatment, commercial and hazardous waste collection and disposal, energy consulting and resource recovery. VNA helps commercial, industrial, healthcare, higher education, and municipality customers throughout North America. Headquartered in Boston, Mass., Veolia North America has approximately 10,000 employees working at more than 350 locations across the continent. Please visit our website www.veolianorthamerica.com.

Job Description

BENEFITS 

Veolia's comprehensive benefits package includes paid time off policies, as well as health, dental and vision insurance. In addition, employees are also entitled to participate in an employer sponsored 401(k) plan, to save for retirement. Pay and benefits for employees represented by a union are outlined in their collective bargaining agreement.

Position Purpose: 

Provides administrative and accounting support as needed. Assists with answering billing questions, department billing, record keeping, and answering customer questions. Will interface with the public and assist with paying sewer department bills. Exercises good judgement in a variety of situations, with strong written and verbal communication, administrative and organizational skills and the ability to maintain balance among multiple priorities. Must be able to handle extensive financial matters in a responsible and detailed manner. Responsible for providing management with critical information of a financial nature. Able to work independently and must be able to work under pressure at times to handle a wide variety of activities and confidential matters.

Primary Duties/Responsibilities: 

• Accounting
  • Processes requisitions for the entire project. May include processing those for capital projects. Also prepares blanket purchase orders for chemicals and sludge hauling by estimating the yearly usage.
  • Month End Financials:
    • Appropriately designate costs to correct accounts to meet the Client’s or Project’s needs.
    • Maintains monthly cost spreadsheet to aid in month end close.
    • Continue to check with the Management Team for any last-minute costs.
    • Maintain financials with any last-minute costs or revisions.
    • Participates in the Month End Financial Call with Project Leader
    • Ascertain that all invoices costs are accounted for and coded correctly. Various spreadsheets are updated regularly and are part of the monthly report.
  • Verify purchase codes and approve P Card accounts for project expenses.
  • Researches and facilitates any payment issues for vendors.
  • Processes employee expense reports.
  • Assists Project Leader with any project as necessary.
  • Assists Project Leader with preparation of client reporting, including Monthly, Weekly, and Annual Reports.
  • Provides customer support by answering complaints/questions from residents, and the Police about Collection System issues such as collection system backups, broken manholes or odor complaints. Relays this information quickly to the Management Team for expedient service.
  • Creates and updates databases and produce various statistical reports such as benchmarks for chemicals and sludge, monthly septage usage, electrical and natural gas usage.
  • Maintains Administrative Manual which is a document which includes the majority of the SOPs for this position and other relevant information.
  • Gathers information and assists in the preparation of the Monthly and Annual Client Reports. Assists and ensures that other Contract Deliverables are completed.
  • Works with confidential material which includes but is not limited employee disciplinary issues, Project financial information, employee wage garnishments, employee medical information, and court documents.
  • Prepares project correspondence and maintains project files.
  • Assist employees to obtain safety equipment and including the processing of necessary paperwork.
  • Performs other clerical tasks, including completion of periodic paperwork, filing, and copying.
  • Provides other duties as assigned.
• Human Resources
  • Maintains project records.
  • Provides support to employees with any routine payroll or HR issues. Assist employees preparing for medical leave by giving them information on Short Term Disability. Prepares timesheets for employees out on extended medical leave. Makes necessary corrections on timesheets as STD is approved.
  • Assist newly hired employees in obtaining fuel card pins, procurement cards, cell phones, and ID badges.
• Regional Admin Responsibiliti