Job Title: Administrative Assistant, Finance and IT

FLSA Status: Non-Exempt

Department: Accounting

Reports to: Vice President, Finance

Flex Work Eligible: This position qualifies for the Flexible Work Policy. Employees receive 50 work days annually to work remote. The initial amount of days is prorated for the first year based on start date.

GENERAL DESCRIPTION / PURPOSE:

The Administrative Assistant, Finance, and IT perform a diverse range of duties. This role provides general administrative support to the Finance and Information Technology (IT) Departments. Through organization, resourcefulness, and efficiency this position will ensure continuity of department activities and accuracy of both reporting and documentation impacting the outcomes of the Finance and IT departments.

ESSENTIAL JOB FUNCTIONS:

Administrative

• Support the VP, of Finance and VP, of IT with day-to-day and project-related activities.
• Perform general administrative duties for Finance and IT departments such as composing and typing general correspondence, memos, emails, etc.
• Composing, typing, proofing, editing, formatting, and publishing all new/updated Finance and IT-related documents; assisting with the completion of standard forms, and routing forms for signature.
• Process all Finance and IT department invoices and related purchase requisitions, responsible for registrations for seminars, conventions, subscription renewals, dues, etc.
• Coordinate work with the Finance and IT Department teams as needed; play a key role in the coordination of team effort both within and outside the departments.
• Manage and order office supplies for the departments.
• Schedule travel arrangements for the departments and prepare expense reports.

Operational Excellence

• Coordinate meeting invitations, prepare materials, and arrange lunches for department meetings and customer/supplier visits.
• Assist with presentations, narratives, documents, agendas, meetings notes, etc. Lead and/ or assist with projects as assigned.
• Proof, polish, and publish quarterly board materials in electronic board meeting software; often under tight deadlines, may need to work overtime to accommodate quarterly due dates
• Responsible for managing corporate purchasing card program administration; In some cases, will be required to work non-traditional business hours to ensure continuity of business
• Manage work direction from multiple internal customers, keeping VP, Finance, and VP, IT updated on requests.

BEHAVIORAL COMPETENCIES:

• Customer Focus
• Creating a Service Reputation
• Action Oriented
• Planning and Organizing
• Peer Relationships
• Values Based

REQUIRED QUALIFICATIONS:

Education: Associates Degree

Experience: 3+ years of related experience in an administrative role and/or training

Knowledge, Skills, and Abilities:

• Demonstrate respectable interpersonal skills and strong written and oral communication skills
• Ability to prioritize and manage multiple tasks with confidence in a flexible fast paced environment, with the ability to work occasional overtime on evenings and/or weekends
• Highly proficient, advanced technical knowledge of MS Office applications, including Word, PowerPoint, MS Teams
• Ability to work independently, problem solve and follow established processes
• Cooperative mindset that is willing to assist others
• Strong attention to detail, especially when working through aggressive deadlines
• High level of accountability, accuracy, and efficiency
• Demonstrate being a team player by being flexible, reliable, positive, and willing to support team members

PREFERRED QUALIFICATIONS:

Knowledge, Skills, and Abilities:

• Knowledge of Adobe Acrobat, MS Visio diagramming tool, Diligent, DocuSign, SharePoint, IF, OnBase, and Concur

• 5+ years or equivalent combination of education and experience

WORKING CONDITIONS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the role. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Office deskwork, requiring sitting, walking, using phone & computer
• May lift up to 30 lbs. occasionally
• Up to 5% travel
• Can tolerate variable and sometimes challenging conditions during company equipment visits or inspections in a railroad environment.
• May be required to work overtime occasionally based on workload and deadlines

Rev. October 27, 2022

Loram is proud to be an Equal Opportunity Employer of Minorities, Females, Protected Veterans, and Individuals with Disabilities.