Administrative Assistant

Job Summary

The Administrative Assistant plans, directs and performs duties necessary for administering Legal and Environmental department functions.

Benefits

CalPortland is proud to offer a comprehensive, competitive benefits package that provides health and financial support to our most important resources: our employees. Your benefits are an important part of your overall compensation at CalPortland. That’s why we give you a wide range of benefits to choose from. 

• Medical, Dental, Vision 
  • low-cost premiums even for family coverage
• Company-paid life/AD&D insurance
• Company-paid short-term disability
• Paid sick/vacation/holiday
• 401k/Company Funded Pension Program (program is dependent upon location and job type)
• Employee Assistance Program (EAP)
• Additional voluntary benefits 

Responsibilities

• Handle sensitive information, including legal documents, with the utmost confidentiality and professionalism
• Provide support and assistance to Legal and Environmental departments
• Route communication/mail to the appropriate Legal and Environmental personnel
• Manage invoice processing as necessary, including creating purchase orders and follow up on unpaid invoices
• Coordinate meetings as necessary, including the arranging of food, drinks, and other services
• Assist the Environmental and Legal Department by managing invoices, creating purchase orders, tracking unpaid bills, and assisting with vendor issues
• Manage Environmental documents, including checklists, consolidate monthly reports, scans, copies, and mail overnight packages
• Support the management of Hazardous Waste Recordkeeping and Portable Equipment Registration tracking programs
• Track budgets for environmental permitting and reporting projects, and assist in invoice tracking
• Perform a cursory review of memos, reports, and other documents for environmental or legal staff
• Build and maintain relationships with senior leadership, department heads, and external partners to ensure smooth operations and communication
• Assist in coordinating cross-functional teams, ensuring alignment with the department's strategic goals
• Perform other duties as assigned by management

Education

High school diploma/GED

Requirements/Qualifications

• Strong proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook), and project management tools
• Ability to operate all types of office equipment (computer, copier, scanner)
• Excellent English communication skills, both written and verbal
• Excellent computer, math, and organizational skills
• Self-starter with the ability to prioritize workload in an efficient manner
• Strong problem-solving abilities, with a proactive and solution-oriented mindset
• Ability to perform multiple tasks in a busy office environment, which may include distractions, interruptions, and noise
• Ability to handle employee and company services confidentially

Preferred:

• Associate's or bachelor’s degree in business administration or equivalent experience
• Experience with SAP
• Experience with Serrala

Conditions of Employment

Successful candidate must submit to post-offer pre-employment physical examination, drug/alcohol screen, and background check. Some positions require FMCSA regulated on-going drug and alcohol testing.

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