Administrative Assistant

Classification: Non-Exempt

Department: Field Services

Reports to: Operations Manager

Company Profile

USA DeBusk is a best-in-class mechanical and industrial cleaning services provider specializing in servicing the downstream energy market. We offer the full suite of maintenance and turnaround services including hydro blasting, hydro cutting, hydro excavation, chemical cleaning, PEPTM polymer extraction service, vacuum services, tank cleaning, degassing/vapor control, FCC catalyst handling and transportation, and specialty turnaround services. Founded in 2012, USA DeBusk currently has field offices in 24 cities and continues to provide services internationally.

Summary Objective

The Branch Administrator is responsible for providing overall administrative support for Payroll, HR, Onboarding, Travel, etc. to the Branch. The Branch Administrator provides routine and complex support to different departments, and ensures all day-to-day operations are completed by the required time. The Branch Administrator will have excellent communication skills and coordinate with all Branches and Corporate personnel, ensure timely submittals of all required information for their area of responsibility. The Branch Administrator will have a high level of confidentiality and accuracy.

Responsibilities

• Conduct new hire process from beginning to end in accordance with company policies and deadlines and enter new employees in ADP for Corporate HR approval.
• Responsible for running background checks/MVRS, setting up employees for drug and alcohol screens, physicals, and uniforms orders.
• Collect and ensure accuracy of weekly hours by cross referencing timesheets and entering hours in spreadsheet, and ADP after approval by Manager.
• Obtain approved non-billable shop tickets and add to payroll spreadsheet.
• Maintain file system for customers and personnel.
• Maintain employee roaster current and up to date; remove employee on timely manner when terminated.
• Responsible for the random selection program (DDCHA, DCCHT, FMSCA, and DCCOF).
• Run customer specific background checks.
• Print, copy, scan, send, receive, and response to emails.
• Provide backup for other Branch administrators in AP and AR as needed.
  
  

Qualifications

• High School Diploma or equivalent.
• 2-3 years of related experience.
• ADP Workforce Now experience is a MUST.
• QuickBooks experience is a PLUS.
• Microsoft 365 (Office) experience is a MUST.
• Track System time tracking software knowledge. (highly preferred)
• Basic Payroll knowledge is a MUST.
• Time management and excellent communication skills.
• Ability to quickly learn our customers systems for large projects (CCM, Track, Arriva, etc.), and work with customers contacts to meet scheduled submittals.
• Ability to meet all daily and weekly deadlines for all departments.
• Ability to perform other duties as assigned.
• Must be dependable, willing to work additional hours as required and be team oriented.
• Must pass applicable background checks.
  
  

Physical Requirement

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift to 15 pounds at times.