Financial Analytical Control Services is hiring: Administrative Assistant in Cit

7625 Sunrise Blvd, Citrus Heights, CA 95610, USA

Overview

About FACS & You — Forensic Analytical Consulting Services (FACS), Inc. is a pioneer in environmental health, delivering solutions to shape safer, healthier communities nationwide. This role focuses on administrative support and serves as the first point of contact for clients.

Job Title

Administrative Assistant

Reports to: Local Director or designee

Primary Function

The Administrative Assistant will be responsible for the overall maintenance of the office performing all administrative duties as well as being the first point of contact for clients.

Responsibilities

• Order office supplies and equipment for both office and field
• Ensure printers and copiers are running properly (schedule for repairs as needed)
• Create and maintain new and current client accounts, verifying billing and contact information is accurate
• Review project intake forms for accuracy
• Schedule new projects and communicate updates to staff, adding updates to Google calendars
• Distribute Purchase Orders to all staff involved in projects
• Create electronic files for each project in the local network drive and save all correspondences
• Answer incoming office calls and document all calls
• Manage and schedule employee certifications, training and annual medical evaluations
• Prepare and send packages for US mail, FedEx or UPS
• Assist with preparation of presentations or courses taught by staff (e.g., making copies, packets, ordering supplies, and preparing conference rooms)
• Collect and track expense reports and send the list to accounting each Monday
• Collaborate with insurance company (Hefferman) to supply certification requests
• Keep the office clean and organized at all times, including storage rooms, hallways, warehouses and bathrooms
• Distribute birthday cards and monthly cake celebrations (optional) by office for coworkers
• Plan office events, including employee recognition events, retirements, new baby milestones, anniversary celebrations, annual holiday parties and summer BBQs; act as a committee member for larger office events
• Book hotel and travel reservations for employees for projects and events, using corporate credit card or expensing charges
• Assist Human Resources with new hire onboarding tasks
• Train new employees on selected tasks as needed
• Ensure recycling efforts are made by office staff and contact the city for pickup
• Maintain storage and warehousing, ensuring items are properly and safely stored and labeled
• Pickup or drop off supplies at the lab
• Assist accounting with weekly customer service calls/emails
• Maintain field vehicles (e.g., oil changes, tune-ups)
• Accept subpoenas and depositions, then issue project numbers
• Close out litigation files
• Assist Local Director and IT as needed

Attributes

• Professional verbal and written communications skills. Ability to cooperate and work well with clients and coworkers. Organized and manages time well with little or no direction

Requirements

• Minimum 2–3 years experience
• Ability to sit, stand, walk, push, pull, drag, grab objects and lift a minimum of 20 lbs
• Knowledge of basic office functions; including phone etiquette, faxing/copying etc. Must be computer literate with the ability to learn new programs easily

Benefits and Perks

• 401(k) retirement plan with company matching contributions
• Medical with company-paid premiums for employees and dependents
• Vision and dental plan options
• Flexible Spending Account (health care and dependent care)
• Company-sponsored programs including employee assistance program, life and disability insurance, Rocket Lawyer legal services, mobile phone plan with Verizon
• Voluntary benefits options including supplemental life insurance for employees and dependents, short-term disability, hospital, accident, and pet insurance
• Generous PTO, paid time off (3 weeks accrual)
• Tuition Reimbursement Program to promote higher education
• Paid training and certifications to promote career advancement
• Paid holidays, volunteer days, and floating holiday

Forensic Analytical Consulting Services is an equal-opportunity employer that complies with EEOC rules and regulations. We are committed to diversity, equity and inclusion and do not discriminate based on race, age, disability or other non-merit characteristics. We welcome all candidates to apply including women, people of color, persons with disabilities, and veterans.

Employment is contingent upon successful completion of a background check and drug screening.