Administrative Assistant

Company: Menzies Aviation (USA) Inc
Location: Philadelphia
Posted on: November 22, 2021

Job Description:

This position requires an enthusiastic team member to perform a wide range of administrative and office support activities in a professional, efficient, and friendly manner; inclusive of, but not limited to filing, telephones, mail distribution and composing correspondence. The candidate should be able to work independently to coordinate activity between operations, administrative, payroll and human resources related functions. In response to the current pandemic and need to protect the health and safety of all, and because it will be subject to the anticipated Emergency Temporary Standard issued by the Occupational Safety and Health Administration requiring employers to ensure their workforces are vaccinated or otherwise protecting against spread of COVID-19, Menzies Aviation has adopted a policy requiring all employees to be vaccinated against COVID-19. By applying for employment with Menzies, you should understand that providing proof of vaccination status or requesting accommodation on the basis of medical circumstances or sincerely held religious belief will be a post-offer, pre-employment condition of employment. Individuals unable to provide proof of vaccination status or who request accommodation that is not reasonable or would pose an undue hardship may have their offers of employment withdrawn. Key Responsibilities Payroll

• Responsible for updating and correcting payroll hours in Kronos daily.
• Compiling and posting employee payroll data and managing hours clocked.
• Updating shift time/altering expected times prior to shift commencement to reduce missed punches, including shift trades/coverage.
• Keep track of attendance records, monitor lateness/absence/manual miss punches.
• Distributing paychecks and correcting payroll errors.
• Coordinate with corporate payroll dept. for any missing time (not received or received after payroll has been run.)
• Assist with employee queries. Fueling Operations
  • Daily entry of fuel tickets
  • Daily and monthly reconciliation of fuel balances and records, which include adjusting average cost for retail fuel, resolving fuel discrepancies, research and booking of fuel variances for accurate customer invoicing and reporting. Accounting
    • Prepares requisitions, orders, or other documents for purchasing.
    • Code all invoice and process to corporate A/P in a timely manner.
    • Maintains billing records and other source documents, which accurately represents the operation of the company. Administrative
      • Schedule and confirm appointments and maintain event calendars.
      • Assist with new hire paperwork.
      • Resolves issues of both simple and complex nature. Assists managers, fuelers, suppliers and customers with their inquiries.
      • Copy, file and maintain paper and/or electronic documents and records
      • All other task as requested by department managers and/or the General Manager Qualifications and Experience:
        • Responsible for leaving a good first impression.
        • Strong interpersonal skills with the ability to communicate with people at different levels and from different cultural/ethnic backgrounds.
        • Ability to communicate verbally and written in English in a clear, concise manner.
        • Experience with MS Office, Word, Excel, Power Point, Outlook etc.
        • Proficiency with 10key and typing minimum 35 wpm.
        • Ability to add subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals.
        • Must be able to treat confidential information as required.
        • Ability to work using own initiative and without supervision.
        • High school diploma or general education degree (GED); or one to two years related experience and/or training; or equivalent combination of education and experience.
        • Must be at least 18 years of age
        • Must pass pre-employment drug screen
        • Must be comfortable lifting 35lbs
        • Enjoys dealing with people daily Working Conditions The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work is primarily done indoors; however, the individual will be working at the station where harsh weather conditions could affect the indoor environment. The Administrative Assistant may also be responsible for operating company vehicles outside on the airfield. This individual will also work withcustomers and employees throughout the airport and must maintain a positive attitude when representing our company and communicating with customers within the airport. Physical Requirements The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to stand, walk, sit, use hands to finger, handle or feel objects, tools or controls; reach with arms, climb or balance; and talk or hear. Other tasks may include lifting heavy items up to 70lbs which could also involve bending and stooping. The employee must frequently lift and/or move up to 25lbs and occasionally lift and/or move up to 70lbs.
          Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
          The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractors legal duty to furnish information. 41 CFR 60-1.35(c)

Keywords: Menzies Aviation (USA) Inc, Philadelphia , Administrative Assistant, Administration, Clerical , Philadelphia, Pennsylvania