Position Overview   

The Administrative Assistant III will serve as the backup front-desk receptionist for the Safety Division, handling public inquiries and recording critical safety incident reports on railroad and pipeline systems. This role ensures accurate data entry, document preparation, scheduling, timekeeping, and administrative support for division operations.

Responsibilities:

• Answer and route public phone calls, including documenting safety incident reports.
• Review inspection and incident reports, ensuring accurate database entry.
• Generate and provide reports as requested.
• Proofread, format, and prepare official documents and correspondence.
• Coordinate industry training sessions and schedule inspector travel.
• Maintain division inventory and process timekeeping for staff.
• Assist with compliance tracking (travel, payroll, inspections, investigations).
• Support front desk operations with professionalism and accuracy.

Required Skills:

• Intermediate Microsoft Office skills (Word, Outlook, Excel).
• Strong organizational and administrative skills.
• Ability to plan, organize, and coordinate multiple projects.
• Proofreading and formatting expertise.
• Professional, friendly phone demeanor with accuracy under stress.
• Ability to quickly learn and apply division rules, laws, and policies.

Preferred Skills:

• Data entry proficiency.
• Experience answering multi-line phone systems.

Additional Details:

Security: Background check & drug screening required (HireRight).

Local Only: Candidates must live in Arizona.

Note: No interviews will be conducted for this position.