Administrative Assistant Job at I3 INFOTEK INC in Phoenix

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We are seeking an experienced and detail-oriented Administrative Assistant III to provide administrative and clerical support for its Railroad and Pipeline Safety programs. This role is onsite and involves supporting staff, maintaining accurate records, handling phone calls from the public, and ensuring smooth day-to-day office operations.

Key Responsibilities

• Serve as backup front desk receptionist, answering and directing calls from the public.
• Accurately record and document safety incident reports (railroad and pipeline).
• Review and enter inspection and incident data into internal databases.
• Proofread and format documents, letters, and reports to meet professional standards.
• Coordinate training sessions, schedule inspector travel, and manage staff timekeeping.
• Maintain division inventory and supplies.
• Generate and compile reports as required by the Safety Division.

Required Skills & Qualifications

• High School Diploma or GED (minimum education requirement).
• Intermediate computer skills, especially with Microsoft Word, Outlook, and Excel.
• Excellent organizational and administrative abilities.
• Strong proofreading and document formatting skills.
• Professional and friendly phone demeanor; ability to remain calm and accurate under pressure.
• Ability to learn and apply division policies and procedures (related to travel, payroll, and inspections).
• Strong multi-tasking and prioritization skills to manage multiple projects efficiently.

Preferred Skills

• Experience with data entry and database management.
• Experience handling customer or public calls in a professional setting.

Seniority level

• Associate

Employment type

• Contract

Job function

• Administrative

Industries

• Public Safety