Administrative Assistant duties and responsibilities include providing administrative support to ensure efficient operation of the Aztec, NM office. Supports managers and employees through a variety of tasks related to organization and communication. Responsible for confidential and time sensitive material. Familiar with a variety of the field's concepts, practices and procedures. Ability to effectively communicate via phone and email to ensure that all Administrative Assistant duties are completed accurately and delivered with high quality and in a timely manner.Duties and ResponsibilitiesAnswer and direct phone callsGreet and assist visitors to the officeProduce and distribute correspondence memos, letters, faxes and formsReceive, sort and distribute the mailCarry out administrative duties such as filing, typing, copying, binding, scanning etc.Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniquesMaintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of suppliesDevelop and maintain a filing systemAssist in the preparation of regularly scheduled reports and permitsHandle sensitive information in a confidential mannerEnsure time ticket notices, data and questions are handled in a timely mannerSubmit and reconcile expense reports, "P" Card Reports and fuel card reportsAssist with Safety Meeting sign-in and filing paperwork, etc.Provide all distribution reports for vehiclesProvide Insurance Certificates, Registrations and fuel cards for each vehicle in a timely mannerBook travel arrangements, appointments and meetingsResearch and create presentationsAssist the Accounts Payable team by processing, verifying, and reconciling invoices. Retrieve mail/invoices daily (via USPS or email). Prepare and monitor invoices daily ensuring the accuracy of each invoice including names, addresses, dates, invoice numbers, itemized costs, taxes and codingAssist the Production Accounting team with preparing monthly reports, assist with production questions and run yearly SPCC (Spill Prevention, Control, and Countermeasure) reports. Knowledge, Skills, and Abilities: High School Diploma or equivalent required3+ years of Administrative Assistant experience preferredEffective written and verbal communication skillsDetail oriented and highly organized with an ability to manage information, time and prioritize tasks to maximum efficiencyAbility to research information and willingness to communicate, cooperate, and coordinate with othersStrong computer skillsStrong analytical skills, attention to detail and multi-tasker Must have the ability to prioritize workload and work with minimal supervisionAbility to work independently or in a team, with office staff and various agenciesEqual Opportunity EmployerProspective employees will receive consideration without discrimination because of race, color, religion, marital status, sex (including pregnancy, gender identity, and sexual orientation), national origin, age, veteran status, disability, or genetic information.