General Description:
The Administrative Assistant is the first contact for visitors to the maintenance facility and is responsible for maintaining a friendly, professional office environment as related to the Operations Department. This position involves event weekends and occasional extended weekday hours. The Vice President of Operations and Facility Operations Manager may assign additional duties and/or responsibilities.
Duties and Responsibilities:
- Responsible for all incoming calls, including telephone and radio calls. Provide information to callers, takes messages, and transfers calls to appropriate individuals
- Answer inquiries and obtain information for general public (guests and visitors)
- Process weekly timesheets for temporary staff
- Sort and dispense mail within Operations Department
- Provide information regarding activities conducted at Kansas Speedway, location of departments, offices, and employees within the speedway
- Responsible for track wide access system. (building, vehicle and equipment keys, gate openers)
- Determine and provide access as needed by visitors or workers
- Determine office supply needs, place order, and ensure receipt of supplies
- Handle all shipments (UPS and FedEx)
- Greet and direct walk-in contractors, vendors and visitors.
- Be certain all service providers have valid agreements and certificates of insurance before providing access.
- Maintain file of items purchased and ordered for reconciliation with monthly statements and accruals.
- Confirm all service provider and supplies invoices are correct, process invoices, and maintain payables file.
- Create monthly accrual spreadsheet.
- Maintain wall calendar in maintenance office.
- KSC Worker’s Compensation Administrator
- KSC Events Calendar co-owner
- Maintain KSC vehicle file.
- Process Seasonal Employee Applications
Duties and Responsibilities:
- Work in Command Center.
- Answer telephone and radio calls
- Assist contractors, vendors, and others that have questions or need direction.
- Create spreadsheet with organizational names, service provided, worker names, and telephone numbers.
- Work with rental radio provider, dispense and return rentals for Ops Dept. service providers.
- Write post-event report.
Qualifications:
- Associate’s degree (A.A.) or equivalent from two-year college or technical school; or one to two year’s related experience and/or training; or equivalent combination of education and experience
- Strong interpersonal and organizational skills, efficient and detail-oriented time manager
- Ability to effectively present information and respond to questions from guests, visitors and service providers
- Clear speaking voice and fluency in the English language are essential
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.