Position Summary...
The Administrative Reporting Specialist is a key position in the effective compilation and analysis of company data for senior management decision-making. Reporting directly to the Chief Financial Officer, this position will manage a variety of administrative, technical, and analytical tasks to ensure collaborative data gathering and efficient reporting across multiple laboratories and nonlaboratory departments. Standard tasks include, but are not limited to, managing databases, preparing statistical reports, tracking budgets, analyzing trends, and assisting in forecasting all in an organized manner to reduce errors and improve accessibility. Non-standard tasks may include assisting different departments with monthly, quarterly, or end-of-year reporting, which may include financial concepts. To achieve these objectives, regular interaction with stakeholders at multiple levels, and the preparations of presentable reports is expected
This position may also assist Finance and Operations leaders in narrowed analysis of specific data, projects, and departments. Success in this position requires the ability to manage multiple projects and tasks all with competing deadlines, priorities, and resources. High attention to minute details and the ability to understand and use various Excel functions such as Pivot tables are required.
Work Restrictions: Because of the vital nature of this work, we do not allow medical marijuana cards and we do random drug testing on all our employees.
The Company is subject to certain federal regulations and directives regarding a drug-free workplace. Because of the Company’s federal obligations and directives, as an employee of an analytical laboratory such as ARL Bio Pharma Inc., you will be subject to drug and alcohol testing, including random testing. Marijuana is one of the substances included in drug panel screening. Possession of a medical marijuana license will not excuse you from the testing process, or the consequences of testing positive for marijuana.
This is a Full-time Position
Days and Hours of work are Monday through Friday, 8:00 a.m. to 5:00 p.m.
Some Flexibility is required as occasional extensions after 5:00 p.m. and weekends may be necessary to meet business needs, but not highly anticipated.
- 100% Company-paid Medical, Dental and Vision Insurance
- Matching 401K Retirement
- Paid Holidays and Paid Time Off
- Free Lunches daily
- An awesome working environment working alongside some of the best people in the world
Essential Duties...
- Provide high-level administrative support to ensure efficient office operations of company management, including the senior-level leadership team.
- Manages, maintains, and assists the management in the systematic organization of day-to-day activities of the business, using traditional and innovative techniques to improve work effort and effectively meet business objectives.
- Prepare, compile, and at times interpret daily and cyclical reports from across multiple laboratory and non-laboratory departments.
- Interact with many internal and external stakeholders, agencies, vendors, and clients answering routine and non-routine questions representing the department, and company professionally and appropriately as each requires.
- Analyze and summarize large data sets to effectively and efficiently express information.
- Usage and understanding of Excel and other spreadsheet applications, such as table manipulation, vlook up, pivot tables, and statistical calculations.
- Maintains high standards of integrity and confidentiality as a custodian of company, client, personnel, and financial information.
- Maintain an effective and organized digital and physical filing system and databases for easy accessibility.
- Utilization of multiple web-based and digital applications and systems including Laboratory Information Management Systems, Microsoft Products, and QuickBooks.
Position Requirements...
- High School Diploma – or equivalent Diploma with an additional 3-year experience or...
- Bachelor’s degree in business administration or equivalent diploma
- 2 years of experience in an office environment.
- Experience with Microsoft Office products primarily Excel & PowerPoint.
- Bachelor’s degree in Business Administration or Data Analytics or equivalent 4-year degree is preferred.
- Experience in administrative support for executive or senior management level personnel.
- Experience in accounting, or report building.
- Power BI or Accounting Software Experience.
Key Skills, Abilities & Success Factors...
- Resource Identification & Coordination: This position will require the ability to understand tasks and operations needs from short, sometimes limited scope, of information; asking pointed questions to get the required information to distribute, direct or utilize as appropriate.
- Data Interpretation & Presentation: This position will be compiling, building, and interpreting various reports associated with financial and operational data for the use of various management-level personnel.
- Knowledge of Spreadsheets: This position uses Excel and other spreadsheet applications and programs and must have a working knowledge of various aspects of tables, sheets, cross-referencing, pivot tables, and other functions beyond simple and basic usage.
- High Detail Proficiency: This position will work with many documents where fine details are of the utmost importance in accounting procedures and regulations.
- High Level of Integrity and Confidentiality: This position will at times manage confidential information either client or company and must manage the custodianship with the highest level of Ethical Responsibility
- Professional Verbal and Written Communication: This position interacts in person, by email, and by telephone with external and internal agencies and must demonstrate a professional manner reflecting the company image.
- Organization Skills: This position interacts and maintains files of multiple department files and reports arriving simultaneously and needs to be accurately reported and positioned in corresponding files.
- Time Management: This position deals with many time-sensitive tasks that must meet Strict Deadlines.
- Collaboration Proficiency: This position will work at times independently and within a team environment.
- Digital Literacy: This position uses MS Office applications and multiple external and internal web-based and electronic sites and databases daily in the operations of tasks.
- Intercultural Sensitivity: This position will work with diverse populations of characteristics and must demonstrate recognition of the value of diverse backgrounds, experiences, and abilities.
Work Environment...
This job operates in a professional office environment using typical office equipment (scanners, printers, computers, phones).
This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines.
The noise level is quiet.
Primarily dominated English-speaking workplace.
Attendance at the office is required.
Physical Requirements...
This is a sedentary role; however, a short period of walking between buildings daily and some filing is required.
This position would require the ability to lift 25 Lbs. (if an object weighs more than 50 Lbs. ARL requires this to be a two-person job or use of carts).
Ability to use hand strength and finger dexterity to perform fine manipulations of typing and writing.
Operation of standard office equipment.
Must be fluent in written and spoken English to receive and communicate information for standard and complex operations and emergencies clearly and accurately.
Requires visual acuity to read and write words and numbers and to see in the normal visual range including ability to distinguish colors with or without correction.
Requires hearing communications accurately with or without correction.
AAP/EEO Statement
ARL Bio Pharma, Inc. provides equal employment opportunities to all individuals regardless of their race, color, creed, religion, gender, age, sexual orientation, gender identity, national origin, disability, veteran status, genetics, or any other characteristic protected by state, federal, or local law. ARL Bio Pharma, Inc. expressly prohibits any form of workplace harassment based on race, color, creed, religion, gender, age, sexual orientation, gender identity, national origin, disability, veteran status, genetics, or any other characteristic protected by state, federal, or local law. Improper interference with the ability of ARL Bio Pharma, Inc. employees to perform their job duties may result in discipline up to and including discharge. Further, the company takes affirmative action to ensure that applicants and employees are treated without regard to any of these characteristics.