Administrative Operations & Training Specialist

JOB SUMMARY:

This position provides administrative, operational, training, and timekeeping support for Brice Equipment. Assists with employee timekeeping processes, training development and delivery, reporting, reconciliations, workflow improvement initiatives, and other administrative functions that support business operations.

ESSENTIAL FUNCTIONS:

• Provide administrative support for operational and business activities.
• Assist with documentation, recordkeeping, reporting, and workflow processes.
• Support operational teams with special projects and administrative initiatives.
• Administer invoice reporting system through MyTrack
• Build training modules for MyTrack for Timekeeping and Payroll Support
• Assist with processing employee time records utilizing company timekeeping systems.
• Support timekeeping activities during employee absences, peak workloads, outages, or special projects.
• Review timekeeping records for completeness and accuracy.
• Perform job cost analysis, budget reviews
• Develop site-specific training materials, reference guides, procedures, and instructional resources.
• Coordinate and deliver training related to company systems, processes, and operational
• procedure.
• Assist with onboarding and training initiatives.
• Prepare operational, labor, and administrative reports.
• Assist with reconciliation activities and job-costing support functions.
• Evaluate existing workflows and recommend process improvements.
• Maintain confidentiality of employee, payroll, financial, operational, and company information.
• Comply with all company policies, procedures, safety requirements, and security standards.
• Work in a constant state of alertness and in a safe manner.
• Perform other duties as directed.

SUPERVISORY FUNCTIONS:

This position does not have supervisory responsibilities.

KNOWLEDGE, SKILLS, & ABILITIES:

• Knowledge of administrative support functions, office practices, and business operations.
• Knowledge of payroll, timekeeping, and workforce management processes.
• Knowledge of records management and document control practices.
• Knowledge of training development principles and adult learning concepts.
• Knowledge of accounting support functions, reconciliations, and reporting processes.
• Knowledge of applicable confidentiality, data privacy, and information security requirements.
• Working knowledge of company policies, procedures, and operational workflows.
• Strong organizational and time management skills.
• Excellent verbal and written communication skills.
• Strong analytical and problem-solving skills.
• Effective training, facilitation, and presentation skills.
• Intermediate to advanced proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and Teams.
• Strong data entry, recordkeeping, and documentation skills.
• Ability to prepare reports, training materials, manuals, and reference guides.
• Ability to establish and maintain effective working relationships with employees, supervisors, customers, and business partners.
• Ability to manage multiple assignments and competing priorities in a fast-paced environment.

MINIMUM QUALIFICATIONS:

• High school diploma or equivalent required.
• Five (5) years of administrative, payroll, accounting, operations support, training, or related experience preferred.
• Valid state driver’s license and qualified to operate a vehicle under the conditions of the Company’s Driving Policy preferred.
• Ability to pass drug, driving (if applicable), and background screening.

WORKING ENVIRONMENT:

The work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Brice Equipment has a fast-paced multi-tasking office environment requiring a high degree of efficient and effective performance. At times, work is performed outside of the office at indoor and outdoor job sites.  Adaptability regarding schedule and design changes, and occasional overtime for immediate field support or bid processing may be necessary.

For the full job description including physical and environmental demands please reach out to recruitment@calistabrice.com

PREFERENCE STATEMENT
Preference will be given to Calista shareholders and their descendants and to spouses of Calista shareholders, and to shareholders of other corporations created pursuant to the Alaska Native Claims Settlement Act, in accordance with Title 43 U.S. Code 1626(g).

EEO STATEMENT
Additionally, it is our policy to select, place, train and promote the most qualified individuals based upon relevant factors such as work quality, attitude and experience, so as to provide equal employment opportunity for all employees in compliance with applicable local, state and federal laws and without regard to non-work related factors such as race, color, religion/creed, sex, national origin, age, disability, marital status, veteran status, pregnancy, sexual orientation, gender identity, citizenship, genetic information, or other protected status. When applicable, our policy of non-discrimination applies to all terms and conditions of employment, including but not limited to, recruiting, hiring, training, transfer, promotion, placement, layoff, compensation, termination, reduction in force and benefits.
 
REASONABLE ACCOMMODATION
It is Calista and Subsidiaries' business philosophy and practice to provide reasonable accommodations, according to applicable state and federal laws, to all qualified individuals with physical or mental disabilities.
 
The statements contained in this job description are intended to describe the general content and requirements for performance of this job.  It is not intended to be an exhaustive list of all job duties, responsibilities, and requirements.
 
This job description is not an employment agreement or contract. Management has the exclusive right to alter the scope of work within the framework of this job description at any time without prior notice.