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Administrative Assistant
Mindlance
- 🇺🇸 United States
- Hybrid
- 2 weeks ago
- Windows
- Microsoft Office Applications
- Outlook
- Excel
- Pivot Tables
- VLOOKUP
- SAP
- UKG
- Concur
- Adobe Acrobat
- Bluebeam
- MS Office
2 weeks ago
Confidential information handling
Data entry and database maintenance
Excellent organizational, communication, and customer service skills
- Knowledge of and ability to use Windows operating system, Microsoft Office applications (Outlook, Excel, Word, Access, etc.)
Multitasking and adaptability
SharePoint and document management systems
Strong attention to detail and accuracy
strong written communication skills, self-motivated, customer service mindset
Nice to Have:
Advanced Excel (pivot tables, VLOOKUP/XLOOKUP, reporting)
SAP, Workday, or similar business systems
JOB DESCRIPTION
1. Explain what the scope of the work/project is? Project Overview, deliverables (what is this person responsible for).
This role is responsible for supporting a field organization of approximately 250+ employees through timekeeping validation, fleet tracking, expense report reconciliation, and general administrative support. Key responsibilities include validating employee time entries in UKG, entering and tracking fleet utilization data in SAP, processing monthly expense reports in Concur, maintaining SharePoint sites, updating phone lists, running reports, and supporting other administrative functions.
2. What does a typical day look like?
Thursday through Monday: Focus on timekeeping validation, time entry review, and resolving payroll-related questions to ensure time is submitted by Monday noon.
Tuesday through Wednesday: Expense reporting, fleet tracking, document management, and administrative tasks.
End of month: Increased workload due to expense report submissions, fleet tracking deadlines, and month-end reporting activities
6. Describe work environment / team culture (supportive/collaborative, teamwork or individual contributor)?
The role is a combination of independent work and collaboration. The individual must manage their own workload while interacting with numerous employees across the organization. The team values communication, responsiveness, organization, and teamwork.
7. Can you elaborate on any potential risks or safety considerations associated with this role, particularly if the responsibilities extend beyond a standard desk or office environment?
This is a standard office-based administrative position with no field visits or unique safety risks anticipated
9. What are the work hours/shift (standard, evening, full time/part time, OT required, on-call for 24/7 operation)?
Preferred schedule is 7:00 AM to 3:00 PM to align with field crew hours. Standard full-time hours with no on-call requirements mentioned.
1. What are the top 3-5 skills and qualifications (technology/application/software, etc.) required?
Advanced Microsoft Excel skills (filters, VLOOKUPs, formulas, spreadsheet management).
Strong Microsoft Office proficiency (Outlook, Word, Excel).
High-volume data entry and validation experience.
Organization and document management skills.
Experience with UKG, SAP, and/or Concur preferred.
2. What non-technical skills are necessary (i.e., such as communication, problem solving, team player)?
Strong communication skills.
Organization and attention to detail.
Ability to multitask and task-switch effectively.
Customer service and conflict resolution skills.
Ability to interact professionally with diverse personalities.
High-volume workload management.
3. Ideal candidate background and how many years required?
Preference is for candidates with approximately 5-10 years of administrative or related experience, but the manager is flexible and willing to consider less experienced candidates if they demonstrate strong skills and potential.
4. Are there any specific companies you like to see on a candidate's resume?
No
5. Are there any certifications that the candidate must possess?
No
6. Are there any preferred or "nice to have" skills?
UKG experience.
SAP experience.
Concur experience.
PDF management experience (Adobe Acrobat, Bluebeam, etc.).
SharePoint experience.
1. What is the location of the contract assignment (Full time onsite, hybrid – percent of time on site/home or, are you open to fully remote)? If the resource is expected to be onsite, can you confirm if the resource can park on property/in the ramp?
Hybrid role based at the Maple Grove Service Center. Candidate is expected onsite Tuesday through Thursday
Provides administrative support to a department. Duties may include word processing, filing, expense and time record keeping, compiling and assembling information, creating and modifying reports, and composing basic correspondence. May work on special projects. Must be able to multi-task and prioritize. Strong organizational skills are essential. Strong communication skills over the phone, via email, and in person are required. Ability to handle routine situations with minimal direction regarding tasks to be performed/ Ability to work under deadline pressure and ability to work independently required. Experience with MS Office required.
EEO:
“Mindlance is an Equal Opportunity Employer and does not discriminate in employment on the basis of – Minority/Gender/Disability/Religion/LGBTQI/Age/Veterans.”
Administrative Assistant · Mindlance