Job Location : Albany,NY, USA
Position Summary
The Administrative Office Specialist provides professional clerical and administrative support to the division by providing support to managers, employees, and customers, while providing support and coverage at the transfer stations. The incumbent is responsible for weighing inbound and outbound materials at the transfer station facilities, processing outbound Bill of Ladings and ensuring that material is being loaded into the vehicle correlates with the release number provided by the hauler, supplies information to callers, maintains files, organizes and maintains schedules and appointments, generates standard reports, produces correspondence and provides support to the dispatch team as needed.
This position is Monday through Friday 7am - 4pm.
Hiring Range: $20.00-$25.00 per hour.
Key Responsibilities
* Follows all company standards procedures, policies and complies with permitted regulations to maintain a safe, secure, and healthy work environment.
* Provides excellent customer service and communicates effectively and professionally with drivers, staff, and customers.
* Maintains accurate scale operations and records to ensure factual reporting.
* Communicates with vendors in a professional manner to collect invoices and send to accounts payable.
* Provides general administrative and clerical functions including scanning, filing, faxing, and copying to support facility needs
* Coordinates the loading and unloading of all materials coming into the facility, machine actions with other activities, positioning or moving loads and machinery within a busy environment.
* Interfaces with company drivers, outside haulers, and 3rd party vehicles to oversee accurate and appropriate job functions.
* Handles incoming and outgoing calls for other office staff and routes employee and customers inquiries to the proper personnel.
* Assists in month-end process.
* Composes and updates regular correspondence such as invitations and informative materials to ensure consistency throughout the division and assists in monthly customer price changes and letters.
* Participates in training and other learning opportunities to expand knowledge of the company, products, sales, and services and performs any other duties needed to help drive our vision, fulfill our mission, and/or abide by our core values.
Career Path Definitions & Distinctions:
Administrative Office Specialist I: Has 0-2 years of progressively complex experience in the administrative support field. Demonstrates basic knowledge of Casella's business products and services and the waste industry. Can effectively manage assigned projects, including filing, mailing, and ordering of supplies. Can effectively take calls from customers, and direct visitors only asking for assistance when needed.
Administrative Office Specialist II: Has years 2-4 of progressively complex experience in the administrative support field. Has a solid understanding of Casella's business products and services and the waste industry. Prepares reports, completes data entry, receives and responds to customer correspondence, and schedules meetings for on site managers.
Administrative Office Specialist III: Has 4-6 years of progressively complex experience in the administrative support field. Support managers and other employees by, coordinating mailing, arranging meetings and conference calls, and directing customers to the proper departments. Produce special project reports as needed, support and update databases, run queries, develop database reports, and coordinate mailings. Demonstrates an ability to mentor and train other administrative staff. Has started to build strong relationships with home office and divisional employees at various levels within the organization.
Office Manager: 6+ years of progressive leadership experience in the administrative and office management field. Demonstrates highly integrated knowledge and competence in several technical areas of customer service and office management and has built strong relationships with home office and divisional employees at various levels within the organization. Provides training and mentoring to business service staff. Works with Payroll and Human Resources departments to process new hire onboarding paperwork, benefits enrollment, and answer questions pertaining to their employment. Takes on additional responsibilities and asks for additional projects, reviews daily work order reports of others, handles escalations and knows who and when will need to know of the issues, supervises the team when needed. Is extremely reliable and accurate.
Education, Experience & Qualifications
The successful candidate will have a high school diploma, 1-3 years of related industrial experience, a demonstrated ability to work as part of a team in a collaborative environment and be legally eligible to work in the US. Experience or interest in an environmental and/or sustainability field is preferred.
Outstanding relationship management skills, excellent listening, communication, and problem-solving skills are needed. Excellent organizational skills and a positive and professional mind-set are expected.
Attributes
Self-sufficient, team-oriented individual with a strong work ethic, attentive, and results-oriented and is open to personal and professional training and development.
Benefits
Medical, Dental, Vision, Life & Disability Insurance, Maternity & Parental Leave, Flexible Spending Accounts, Discounted Stock Program, 401K, Employee Awards, Employee Assistance Plan, Wellness Incentive, Tuition Assistance, Career Pathways, and More.