Administrative Assistant

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Job description

Overview:
Provide administrative support to senior-level personnel in the Maintenance and Repair department.

Ensures accuracy of vessel documentation related to USCG are processed in a timely manner, entered Computer Based Maintenance system properly, and placed on vessels.

Responsibilities:
Process daily shipyard report

Process USCG documentation related to Kirby Barges and/or Boats.

Ensure correctness of Certificate of Inspection and Cargo Authority Attachments.

Ensure appropriate documentation is available online and/or Helm.

Maintain asset data in Oasis Barge/Boat Register.

Work closely with Vessel Document Coordinator to ensure correctness of documentation.

Set-up and work with a central filing system using catalog and tickler methods/systems.

Manage calendars and daily schedules.

Schedule and coordinate departmental meetings.

Answer, screen, and route telephone calls. Provide information and take messages as needed.

Maintain personnel files, track, update, and schedule training for department.

Close Purchase Orders and recode cost allocations as needed.

Qualifications:
Strong written and verbal communication skills.

Ability to compose correspondence for signature.

Excellent telephone etiquette and manner.

Organized, detail-oriented and accurate.

Ability to operate standard office equipment and personal computer.

Knowledge and use of computer software: Microsoft Word, Excel, PowerPoint, Access, Oasis, and Oracle.

Working Conditions:

Office hours are 7:00am to 4:00pm Monday through Friday. Overtime as needed.

Education/ Experience:

High school diploma or GED

Previous secretarial and/or accounting experience is preferred.

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