Administrative Supervisor

Administrative Supervisor

Kodiak, Alaska, United States

Office & Administrative Support

25000452

169 Total Views

Responsible for the accounting duties to support the day-to-day operations of the Terminal. Supervises the Administrative Assistant(s) in their daily work and delegates the work as needed. Assist customers over the phone and in person.

Responsible for Billing, A/R, A/P, local credit and collections, daily inventories and provides clerical support for the Marketing and Administrative Manager at the Plant level. Defines and assigns job responsibilities for all other office personnel.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Assist customers by taking sales orders, payments and vehicle requests via telephone, radio, or in person, and communicating their needs to appropriate personnel as needed

Assist with new account set up and updating customer accounts as needed

Check to be sure customers' accounts are in good standing before goods and/or services are provided

Obtain customer purchase orders as needed before goods and/or services are provided.

Record and disseminate credit card payment information.

Assist site managers with correspondence, spreadsheets, databases, etc. as needed

Responsible for the daily balancing of cash drawer, plant sales, and truck sales

Process daily bank deposits

Communicating with plant personnel for customer service on dock or in warehouse.

Assisting to run Autopay twice per month.

Updating KIBSD gas report, balancing and posting credits twice per month

Keeping inventory on office supplies, truck delivery tickets, envelopes, door hangers and various forms

Research customer accounts for discrepancies as needed

Trouble shoot discrepancies in daily work

Daily filing of invoices and delivery tickets

Assist Drivers with customer questions and adjusting customer deliveries as needed.

Use radio or phone to dispatch t customer fuel orders to Drivers

Participate in inventory control, quarterly counts and assist with month end routines

Assist in making phone calls to customers about their account, tank condition, road conditions or animals.

Ensure that customers receive outstanding service by providing a friendly environment

Participate in all required training

Able to follow instructions, prioritize and organize.

Participate in emergency oil spill response situations.

Other Duties as assigned

LEADERSHIP COMPETENCY REQUIREMENTS FOR INDIVIDUAL CONTRIBUTOR LEVEL

ASRC's Core competencies include Leading Self, Leading People and Leading the Organization. In addition to our core competency model, our framework includes competencies specific to the various levels of positions within our company. For more information on our core competencies please contact the HR Department and reference the ASRC Leadership Framework.

Time Management

Uses time effectively and efficiently, concentrating his/her efforts on the more important priorities.

Composure

Is cool under pressure and can handle stress. Can be counted on to hold things together during tough times. Is not knocked off balance by the unexpected.

Self-Development

Is personally committed to and actively works to continuously improve himself/herself and understands that different situations and levels may call for different skills and approaches.

Learning on the Fly

Learns quickly when faced with new problems and change. Experiments to find solutions and enjoys the challenge of unfamiliar tasks.

Functional/Technical Skills

Has the functional/technical knowledge and skills to do the job at a high level of accomplishment.

EDUCATION and/or EXPERIENCE

Education:

High School Diploma or Equivalent

Experience:

3-5 years of related work experience; prior supervisory experience is preferred.

Working knowledge of Microsoft Applications (i.e. Excel, Word,).

Ability to communicate with vendors and customers in a diplomatic and professional manner.

Working knowledge of basic collection policy and techniques.

Ability to perform multiple projects and effectively prioritize workload.

Must be able to maintain confidentiality as warranted.

Demonstrate effective team-player skills.

Knowledge and proficiency in basic accounting function/principles.

Ability to operate basic office equipment such as computers, 10-key, printer etc.

LANGUAGE SKILLS

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively with other employees and customers.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent.

REASONING ABILITY

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

PHYSICAL DEMANDS

The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of this position. 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 regularly required to talk or hear. The employee is frequently required to sit; reach with hands and arms; and to use hands to finger, handle, or feel. The employee is occasionally required to stand, walk, climb or balance. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job includes the ability to adjust focus.

WORK ENVIRONMENT

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.

The work environment is in a busy office/retail setting. The noise level in the work environment is usually moderate. While performing the duties of this job, the employee may be occasionally exposed to outside weather conditions. .

NOTE: This document does not create an employment contract, implied or otherwise. The statements contained herein are intended to describe the principal functions of this position, the level of knowledge and skill typically required, and the scope of responsibilities, but should not be considered an all-inclusive listing of work requirements.

Petro Star Inc., a division of ASRC, is a drug free workplace and pre-employment drug testing is part of the hiring process.

ASRC and its family of companies is an Equal Opportunity Employer. Qualified applicants will receive consideration for employment without regard to race, color, sex, sexual orientation, gender identity, national origin, religion, disability, protected veteran status, age or any other legal protected status. EOE: M|F|D|V

Petro Star Inc. is the refining division of Arctic Slope Regional Corporation, an Inupiat-owned corporation created as a result of the Alaska Native Claims Settlement Act.

ASRC's family of companies apply a shareholder preference in employment, to the maximum extent feasible, as authorized by law.