Administrative Assistant

Job Description

Description:

Position Title: Administrative Assistant

Reports to: Operations Manager

Location: Muskegon, MI

Employment Status: Full-Time

FLSA Status: Non-Exempt

Schedule: Monday-Friday, 8:00am-5:00pm, not to exceed 40 hours per week.

Position Summary:

The Administrative Assistant is responsible for providing administrative tasks for the Great Lakes Environmental Research Laboratory (GLERL).

This position is contingent upon contract award.

DUTIES AND RESPONSIBILITIES

The essential functions include, but are not limited to the following:

• Travel:
• Prepares travel arrangements and authorizations in accordance with regulations and organizational guidance.
• Prepares and routes travel vouchers ensuring proper documentation and proper timelines are met.
• General Services Administration (GSA) Vehicles:
• Schedules and coordinates GSA vehicle operations for laboratory staff.
• Maintains tracking information on GSA vehicles to include mileage, usage logs, and training requirements for staff operations.
• General Administrative Duties:
• Process mail utilizing agency meter mailing equipment and UPS/FEDEX automated systems, as well as signing for received mail to include forklift backup support.
• Answer the main phone line and directs calls as required.
• Coordinates and participates in event hosting and functions for the laboratory, greeting visitors and vetting them for valid credentials and citizenship requirements, to include foreign national visitors.
• Greets all other visitors to the facility and ensures security requirements are met.
• Prepares and maintains rosters of various types in regards to new and departing staff, ensuring rosters and information is up to date.
• Maintains office supplies for lab staff, coordinating restocking and reordering with the government representative.
• Supports all staff in general administrative duties and inquiries such as, but not limited to, making copies, records management, processes and procedures, and general administrative issues.
• Other miscellaneous administrative duties related to vessel support, facility management, procurement and property as deemed appropriate by government point of contact.

About Us

Aldevra was formed in 2009 by current President & CEO Rodney Marshall. Mr. Marshall is a U.S. Marine Corps veteran and minority entrepreneur. Over the last decade, Aldevra has successfully performed federal and state government contracts for multiple agencies throughout the U.S. and overseas. Recent awards include:

• 2022 Michigan 50 Companies to Watch
• Great Place to Work Certified™ 2020-2023
• 2024 Military Friendly® Employer (including Spouse), Brand, Supplier Diversity Program, and Company
• 2020 SBA Region 5 Small Business Prime Contractor of the Year
• Army Partnership for Youth Success (PaYS) Partner #911
• 2018, 2019, 2020 Inc. 5000 list of fastest-growing privately owned businesses in the U.S.
• 2020, 2021, and 2023 HIRE Vets Medallion Award Recipient
• 2020 Vets100 list of fastest-growing veteran-owned businesses in the U.S.
• 2019 Vet50 list of fastest-growing veteran-owned businesses in the U.S.
• 2023 Vets Indexes 3 Star Employer
• Michigan Veteran Friendly Employer (Silver Status)
• Michigan Veteran Connector Certified
• Military Spouse Employment Partnership (MSEP)

More information is available at aldevra.com.

Requirements:

Security Requirements:

• Must be able to obtain government badge.

This position requires passing an extensive background check.

Qualifications:

• High school diploma or equivalent required.
• At least 3 years proven administrative experience required.
• Must be customer services oriented and present self as a professional at all times.
• Knowledge of Google Suite products, to include email, drive, calendars, and documents is strongly desired.
• Knowledge of Microsoft Office applications (MS Word, Excel, and PowerPoint) is required.
• Knowledge of Adobe Creative Suite products is desired.
• Must be adaptive to Government automated systems and processes.
• Must have a valid state driver's license.
• Must be able to read, write and speak proficiently in the English language.
• Team-oriented work ethic.
• Ability to work independently with little to no daily supervision.
• Excellent attention to detail.
• Ability to meet specified deadlines.
• Proven ability to multi-task.
• Proven ability to operate basic office equipment.
• Effective communication and interpersonal skills.
• Ability to work Monday - Friday 8:00 am - 5:00 pm.
• Excellent verbal communication skills and telephone manner
• Excellent and accurate written communication.
• Excellent and accurate data entry.
• Able to multi-task efficiently and accurately, focusing on quality.
• Must be ethical, perform work in a safe manner, work within environmental compliance and IT Security.

Veterans and Military Spouses are encouraged to apply.

We offer you a generous benefits package including:

• Medical, Dental and Vision
• Short Term and Long-Term Disability
• Life Insurance
• Paid Time Off
• Employee 401(k) with company match
• Professional Team Environment

Aldevra is an equal opportunity, E-Verify employer, drug free workplace, and complies with ADA regulations as applicable. All qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, gender identity, sexual orientation, disability status, protected veteran status, or any other characteristic protected by law.