Administrative Assistant
Location:
Escondido, CA (onsite 5 days a week, Northeast Location)
Schedule:
6:30 AM - 3:00 PM
Duration:
2-year contract
Pay Range:$27-32/hr
Our client, a leading utility provider, is seeking an Administrative Assistant IV to provide day-to-day administrative support for its Gas Distribution district operations. This role keeps field operations running efficiently, with an emphasis on timekeeping and payroll support, ARCOS administration, vacation and leave tracking, DVIR administration and records retention, as-built processing in SAP/Procore, permit support, and reporting. You will work with employees, supervisors, management, and other district administrative staff to resolve discrepancies and keep operational records and processes current.
Job Responsibilities:
In this role, you will manage and support the administrative functions of the Gas Distribution district operations team. Key responsibilities include:
- Accurate and timely timekeeping, payroll, and attendance support
- Maintaining ARCOS and overtime/prearrange information
- Tracking vacation and leave
- Maintaining DVIR and other required records
- Processing as-builts and supporting permit workflows
- Producing operational reports
- Coordinating with supervisors and employees to resolve issues and meet deadlines
Essential Job Duties and Job Functions:
- Provide administrative support to a department or individual, including word processing, filing, faxing, and answering phones
- Receive and direct visitors; sort and distribute mail
- Schedule appointments and coordinate meetings and conferences
- Perform financial record keeping
- Administer timekeeping and payroll, working with employees and supervisors to resolve discrepancies
- Administer ARCOS, including overtime and prearrange information
- Track vacation and leave
- Administer DVIR and manage records retention
- Process as-builts in SAP/Procore and support permit workflows
- Prepare and distribute operational reports
- Order supplies and obtain materials for the district
- Collaborate with administrative partners across districts
- Support special projects as assigned
Knowledge and Skills:
- Strong attention to detail and accuracy, especially with timekeeping, payroll, records, and compliance-related documentation
- Excellent organization and follow-through, with the ability to prioritize multiple time-sensitive administrative tasks in a field-operations environment
- Strong communication and collaboration skills, including comfort working directly with employees, supervisors, management, and administrative partners across districts
- Familiarity with MS Office required
- Experience with SAP, Procore, or ARCOS is a plus
Education and Experience:
- High school diploma or equivalent required
- 5-8 years of relevant experience
- Relevant administrative, timekeeping/payroll, or operations-support experience strongly preferred
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