Administrative Assistant

Job Description

Job Description

Job Title: Administrative Assistant
Location: Albany, NY
Job Type: Full-Time
FLSA Status: Hourly; Non-Exempt
Reports To: District Manager
Travel: Yes, travel is expected for this position (Less than 1% on average).
Supervisory Responsibility: No
Compensation: Negotiable, based on skills and experience.

Company Profile:
National Railroad Safety Services, Inc. (NRSS) is a certified DBE/WBE firm primarily focused on providing safety services to the railroad industry. NRSS is the most trusted name in the railroad industry for providing qualified field safety staff and safety training. To best serve the railroad industry, NRSS provides all of these services in the continental United States, Canada, and Mexico. NRSS has the proven ability and the proven safety record to handle any project. Find the safety you have been missing today!

Job Description:
National Railroad Safety Services, Inc. (NRSS) is seeking an Administrative Assistant to support Field Services and Training Services for Class 1 Railroads, Regional Short Lines, Transit Systems, State DOT's, as well as Railroad Suppliers, Contractors, and Consultants alike.

Required Education:
High School Diploma or Equivalent.

Required Experience:
Minimum 2 years of experience in secretarial, clerical, and/or administrative support (preferred).

Equivalent combination of technical training and/or related experience.

Key Success Factors:

• Accountability: Accept full responsibility for self and contribution as a team member.
• Adaptability & Flexibility: Ability to consider a variety of issues that exist in the work place and change from one task to another as necessary.
• Analytical Thinking: Ability to analyze and synthesize information to understand issues, identify options, and support sound decision making.
• Attention to Detail: Ability to work in a conscientious, consistent, thorough manner, and attend to details while pursuing quality when accomplishing tasks.
• Communication: Ability to clearly convey information and ideas through a variety of media to employees/clients in a clear and succinct manner.
• Customer Service Focus: Ability to provide service excellence to internal and/or external clients.
• Decision Making: Ability to identify/understand issues, problems, opportunities and take appropriate action based on available facts, constraints, and probable consequences.
• Initiative: Ability to identify what needs to be done and take action before being asked.
• Innovativeness: Ability to devise new plans for quality excellence.
• Organization: Ability to maintain materials and/or records in a clean and ordered manner.
• Planning: Ability to plan and prioritize work load to manage time effectively and accomplish assigned tasks.
• Stress Tolerance: Ability to maintain stable performance under pressure or opposition (such as time pressure or job ambiguity).
• Teamwork: Promote cooperation and commitment within a team environment to achieve goals and deliverables.
• Thoroughness: Ability to ensure that one's work is complete and accurate.

Job Requirements:

• Advanced computer skills in Microsoft Office products.
• Advanced computer skills in Citrix Applications.
• Advanced computer skills in VOIP Phone Systems.
• Advanced computer skills in Windows Operating Systems.
• Moderate computer skills in Accounting Software (preferred).
• Moderate computer skills in Android and iOS Operating Systems (preferred).
• High level of accuracy and attention to detail required; well organized.
• Strong technical writing, verbal communication, and listening skills.
• Ability to type a minimum of 50 wpm.
• Strong technical filing ability.

Job Duties:

• Answer phones as necessary.
• Assist with managing, sourcing, and purchasing of Office, Field Services, and Training Services supplies.
• Assist with Training Department invoicing and credit card processing.
• Assist with preparation of Marketing materials.
• Assist with preparation of Field Services materials.
• Assist with preparation of Training Services materials.
• Assist with Training Department scheduling and manage multiple calendars.
• Process Training Department records, filing, badging, data entry, shipping, etc.
• Schedule conference calls, meetings, take notes, handle lunches, etc.
• Handle travel arrangements including flights, hotels, rental vehicles, etc.
• Handle registration for industry events, trade shows, etc.
• Sorting and delivering incoming mail.

Work Environment :
This job operates in an office environment.

Benefits:

• Medical, Dental, Vision, Life Insurance
• Short Term, Long Term Disability Insurance
• Paid Vacation and Holidays
• 401(k) Retirement Plan

Keywords:
Administrative Assistant, Administrative Professional, Clerical Assistant, Clerical Support, Executive Assistant, Office Administrator, Office Assistant, Office Manager, Office Receptionist, Secretary.

Safety Commitment:
All employees of all levels are to remain committed to safety at all times while employed at National Railroad Safety Services, Inc. (NRSS). As such, no job is so important and no service is so urgent that we may not take time to perform all work safely. Simply put, safety is our way of life. By placing safety first, we not only ensure the wellbeing of our employees, customers, and communities, but we hold true our commitment to being the leader in safety throughout the Railroad Industry.

Closing Statement:
National Railroad Safety Services, Inc. (NRSS) is an Equal Opportunity/Affirmative Action Employer. Any candidate selected for this position must be able to successfully pass pre- employment/recurrent background checks, drug/alcohol testing, and classroom training.

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