Overview
Front Desk Office Administrator | Receptionist Jobs in South Salt Lake, UT at In The Event
Description
Job Summary
This position is responsible for providing administrative support for the Fleet Director and for coordinating special projects for the department as assigned.
Examples of Duties
Major Duties
Answers telephone and greets visitors; provides information and assistance.
Assists in the transport of vehicles to and from dealerships, body shops, etc.
Maintains recall and warranty repair records.
Coordinates with dealerships for recall corrections
Communicate with department heads and employees for recall services
Orders, receives, and issues repair parts for work orders
Track office supplies and order as necessary
Assists in maintaining inventory of parts and supplies through min/max reporting
Maintain fuel records, users, and address issues with fueling on an as needed basis
Maintains vehicle, equipment, and key inventory.
Prepares a variety of regular and special reports.
Coordinates the jobs for all the mechanics. As the work comes in it is coordinated and assigned to mechanics by the administrative coordinator.
Help coordinate special projects such as inventory, time sheets, time off, looking after and tracking capital projects that may be implemented.
Prepares, maintains and processes payroll for the department
Review for accuracy and process all accounts payable invoices daily
Processes purchase cards for the current month, on a weekly basis
Assists in coordinating all travel for the department
Follow up on all vehicle status at third party vendors for service and repair on a regular basis
Maintains files and records for all vehicles and equipment
Coordinates all parts orders and repair process
Tracks all repairs to be done in a timely manner
Coordinating with various departments and serving as point of contact for staff and vendors
Receiving and processing incoming packages or deliveries
Answering questions and locating information for employees and vendors
Assist as needed for parts research as needed for repairs
Assist with monthly audits from the Finance Department
Handle parts return and follow up on credits due
Generate monthly service and fuel billing for external customers
Assist with staff training with the Fleet Maintenance System on an ongoing basis
Creating and maintaining organized filling systems
Supporting employees by facilitating interdepartmental communications and interactions between employees and departments as well as with vendors
Typical Qualifications
Knowledge Required by the Position
Knowledge of customer service principles and practices.
Knowledge of computers and job-related software programs.
Knowledge of modern office practices and procedures.
Knowledge of basic bookkeeping principles.
Knowledge of records management principles.
Skill in the provision of customer services.
Skill in the preparation of reports.
Skill in the use of office equipment.
Skill in oral and written communication.
Supplemental Information
Supervisory Controls
The Fleet Maintenance Manager assigns work in terms of general instructions. The supervisor spot-checks completed work for compliance with procedures, accuracy, and the nature and propriety of the final results.
Guidelines
Guidelines include department policies and procedures. These guidelines are generally clear and specific but may require some interpretation in application.
Complexity /Scope of Work
The work consists of related secretarial duties. Frequent interruptions contribute to the complexity of the position.
The purpose of this position is to provide secretarial support for the operations of the department. Successful performance contributes to the efficiency and effectiveness of those operations.
Contacts
Contacts are typically with co-workers, other city employees, vendors, and the general public.
Contacts are typically to give or exchange information and provide services.
Physical Demands /Work Environment
The work is typically performed while sitting at a desk or table. The employee occasionally lifts light objects.
The work is typically performed in an office.
Supervisory and Management Responsibility
None.
Minimum Qualifications
Ability to read, write and perform mathematical calculations at a level commonly associated with the completion of high school or equivalent.
Sufficient experience to understand the basic principles relevant to the major duties of the position, usually associated with the completion of an apprenticeship/ internship or having had a similar position for one to two years.
Possession of or ability to readily obtain a valid driver’s license issued by the State of Georgia for the type of vehicle or equipment operated.
Basic vehicle repair knowledge is a plus. This will assist in conversations between mechanics and vendors.
The City of Lawrenceville offers a complete benefits package to full-time employees including health care, dental, vision, retirement, deferred compensation plans, health savings accounts, life insurance, long-term disability, short-term disability, holidays, and personal time off.
Health
Health insurance benefits become active on the 31st day of employment. Health benefits include major medical, dental, and vision. There are three options.
PPO – Options A & B with HRA (HRA is City funded through wellness program initiatives).
HDP with HSA (HSA is City funded through wellness initiatives and also voluntarily employee funded).
Retirement
Retirement plans are Defined Contribution (401a), and Deferred Compensation (457b).
The 401a (City makes a 4% contribution beginning on first pay period after hire date)
457b (Employee contributions only)
If an employee contributes at least 4% into the 457b, which is voluntary, the City will make an additional 6% contribution into the 401a, totaling 10% into the employee’s 401a.
Each contribution is a percentage of the employee’s earnings for that pay period.
There is a graduated vesting schedule into the 401a plan.
One year – 20%
Two years – 40%
Three years – 60%
Four years – 80%
Five years – 100%
Protection
There is City paid short-term disability, long-term disability, accidental death & dismemberment (AD&D) and life insurance that pays two times the employee’s annual salary. Employees can opt into supplemental life insurance for self, spouse and children and pay the premium.
Personal Time Off
The City observes twelve (12) paid holidays per year:
New Year’s Day
MLK Day
Good Friday
Memorial Day
Independence Day
Juneteenth
Labor Day
Veterans Day
Thanksgiving Day
Friday after Thanksgiving
Christmas Eve
Christmas Day
Employees earn PTO in lieu of individual vacation and sick leave; PTO is earned as follows:
First year of service – 3.692 hours per pay period (Department Directors accrue PTO hours at a rate of 5.538 from first day and moving forward until after ten years of service).
1-5 years of service – 5.538 hours per pay period
5-10 years of service – 7.384 hours per pay period
10-15 years of service – 9.230 hours per pay period
Over 15 years of service – 11.076 hours per pay period
Salaried employees are given 40 hours of Comp Vacation on January 1st of each year, that must be used by December 31st of that same year.
Pay Interval
Employees are paid on a bi-weekly basis; pay periods begin on Sunday and payday is every other Thursday. There is a mandatory direct deposit requirement.
Tuition Reimbursement
Tuition Reimbursement towards associate’s, bachelor’s or master’s degrees, available to all full-time employees after one year of employment. (exclusions apply)
To learn more details, visit our benefits page. www.lawrencevillebenefits.com
Title: Front Desk Office Administrator | Receptionist
Company: In The Event
Location: South Salt Lake, UT
