Field Operational/Administrative Assistant

Job title: Field Operational/Administrative Assistant

Company: Penn Line Service

Job description: This position will potentially be remote for some time, but will become office based shortly after in Lordstown, OH and surrounding areas.I. Job Overview and General PurposeThe Field Operational/Administrative Assistant provides operational and administrative support to the day-to-day Tree & Right-of-Way regional operations. The Field Operational/Administrative Assistant shall oversee and coordinate field office administrative activities, and shall provide support to the regional operations by performing various work-related duties and activities as required.II. Essential Duties and Responsibilities1. Central Administrative Support– Provides central administrative support to the regional operation by performing the following duties and responsibilities:

• Answers the Office phone and takes messages as required.
• Reviews weekly time sheets for accuracy, consistency and completeness and ensures that they are delivered in a timely manner via scanning and emailing to the Payroll and Billing Office.
• Reviews utility customer production reports and associated data for accuracy, consistency and completeness and ensures their timely delivery to the central billing office in Scottdale, PA.
• Reviews chemical application reports for accuracy, consistency and completeness and ensures their timely delivery to the central accounting office in Scottdale, PA.
• Audits monthly operational equipment reports sent from the home office for: accounting and tracking accuracy; consistency with equipment on the job; unreported equipment; fuel charge audits; and, completeness and informs Area Supervisor of discrepancies when they occur.
• Responds to customer’s administrative questions and concerns when required.
• Assists with setting up company Safety and Human Resource training events and meetings.
• Assists with the operational human resource function by coordinating recruitment and drug testing activity.
• Maintains required records such as personnel information and project records.
• Compiles reports on production of work, inventory levels and equipment reporting irregularities for submittal to the Area Supervisor.
• Confers with Area Supervisor, General Foremen, Crew Foremen, customers and vendors to coordinate administrative production activities in accordance with operational goals.
• Manages Sharepoint Internet website submissions and downloads, including updating of daily crew locations, daily activity report scans and downloading maps.
• Performs general office duties, including copying, faxing, and emailing as needed.

2. Regional Operational Support– provides regional operational support by engaging in the following work activities and duties that are consistent with the operation’s goals and objectives.

• Performs permission representative duties when called upon to do so.
• Assists with chemical vegetation management crew activities and tasks as required.
• Responds to customer’s operational questions and concerns when required.
• Maintains chemical records, chemical inventory and chemical storage area in accordance with Local, State, Federal and customer requirements.

3. Bidding, Estimation and Pre-Planning Activities– Assists the Area Supervisor with bidding, estimating and pre-planning activities as required by performing the following duties and responsibilities.

• Scales maps and records data to assist Area Supervisor in unit and hourly job estimates.
• Assists Area Supervisor with the mathematical accuracy by tabulating unit quantities and man-hours for estimating bids.
• Assists Area Supervisor with gathering and recording miscellaneous field data required to complete the estimating and pre-planning processes.
• Assists with securing right-of-way access for crews with upcoming work when needed.
• Records production data by crew type for future estimating reference.
• May perform other bidding, estimating and pre-planning duties as required.
• Provides informational directives to field managers, and ensures that they are clearly understood.

III. Key Organizational Relationships

• Area Supervisor
• General Foremen/Crew Leaders
• Scottdale, PA Central Department Staff

IV. Qualifications

• To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Education and/or experience

• A minimum of two years’ related experience in the position or similar position; or, equivalent combination of education and experience.
• Language skills

• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, maps, and training/procedure manuals. Ability to write routine reports and correspondence. Ability to effectively present information and respond to questions from managers, employees, clients, and business contacts.

• Organizational skills

• Ability to effectively manage and prioritize work between multiple departments.
• Reasoning ability

• Ability to solve practical problems and deal with a variety of distinct variables in situations where only limited consistency exists.
• Certificates, designations, licenses, registrations

• Pennsylvania Pesticide License

• Other skills and abilities

• Excellent organizational, leadership and communication skills are essential. Thorough knowledge of Company Policies and Procedures is required.

• Computer skills

• To perform this job successfully, an individual should have knowledge of Enterprise Resource Planning (ERP) software; internet-based software; spreadsheet software and word processing software.

• Physical Demands

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.

• Light lifting (up to lbs.) • Ability to hear
• Sitting 6-7 hours per day • Ability to write messages
• Occasional kneeling, standing or bending • Ability to speak clearly
• Ability to travel • Ability to see

V. Work EnvironmentThe 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.

• Primarily, work is a mixture of office setting and outdoor jobsite settings.
• Some travel required to work group locations and may be exposed to noise, heat, and dust and/or hazardous equipment or chemicals.

To perform this job successfully, an employee must be able to perform each essential job duty satisfactorily. Reasonable accommodation may be made to enable qualified individuals with disabilities to perform essential job functions, absent undue hardship to Penn Line Enterprises, Inc.This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities thar are required of the employee. Penn Line Energy Enterprises, Inc. retains the right to change or assign other duties, responsibilities, and activities to this position at any time with or without notice.We are a Drug-Free Workplace.We encourage minorities and females to apply.EOE, including disability/vets

Expected salary:

Location: Warren, OH

Job date: Fri, 15 Nov 2024 23:50:33 GMT

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