Dirigo Safety: Office Assistant
Dirigo Safety is seeking an experienced professional to serve as an Office Assistant to the Personnel Operations Manager. The Office Assistant will directly report to the Personnel Operations Manager. We are an Auburn, Maine-based company that provides law enforcement training, consultation, policy development, and accreditation management services to law enforcement agencies throughout Northern New England. Additionally, Dirigo Safety has a Risk Management Solutions division that provides a variety of safety training to non-law enforcement commercial businesses of every type but especially, schools, financial institutions, and medical facilities.
Job Summary:
The Dirigo Safety Office Assistant plays a crucial role in the company's administrative framework, requiring diligence, professionalism, and adaptability. The ideal candidate thrives under pressure, maintains high levels of organization, and balances independence with teamwork. Attention to detail, discretion, and innovation are key qualities for success in this high-stakes environment. This role offers opportunities for personal growth and has a meaningful impact on the company's success. The organization has the right to change tasks as needed.
Core Responsibilities:
- Organize the office and assist co-workers in ways that optimize efficiency, assisting in administrative needs when requested
- Maintain trusting relationships with suppliers, customers, and colleagues
- Perform receptionist duties when needed including classroom set up and clean up, greeting guests, maintaining clean common areas, packing/stocking vendor boxes, mailings, etc.
Assist Personnel Operations Manager
o Office assistant to the personnel Operations Manager
o Maintaining accurate detailed files for all employees and contractors. Verifying paperwork is scanned into employee/contractor folders on OneDrive
o Assist with keeping handbook, policy and procedures up to date
o Schedule and plan meetings and appointments; create calendar invites for meetings, staff and contractor meetings, holidays
o Go to the post office and/or bank when necessary
o Managing office inventory is crucial for ensuring that the workplace remains efficient and well-supplied. Conducting a weekly inventory check helps identify necessary items that need to be ordered or purchased. Monthly check on Dirigo and RMS swag. Check to see what is necessary to order
o Back up for Enforcement of Underage Drinking Laws and Cannabis Compliance Checks
o Ensuring a reliable backup for payroll is essential to maintain continuity and accuracy in financial operations. Payroll involves sensitive employee information and financial transactions, so having a robust backup plan is crucial.
Law Enforcement Services/In Person/Online/RMS (When time allows)
o Assist with marketing materials, packets, and mailings, creating marketing MailChimp emails
o Help schedule RMS meetings, training, and correspondence with consultants
o Assist with RMS database
o Welcome and greet clients when they come into the office for meetings or training courses
o Create flyers and marketing materials when needed
o Help find and schedule vendor shows for RMS to attend. Keep vendor box stocked with supplies
o Assist with coordinating events, planning tasks, such as scheduling monthly meetings, arranging catering for classes or meetings.
o Help the in-Person training specialist with in-person training coordination:
Making packets
Sign in sheets
Certificates
Open and/or close on training days
Order lunch and pick up lunch
Set up the training room. Clean up training room
Keep kitchen stocked and clean
Day-to-Day Activities:
A day in the life of our Office Assistant is diverse and engaging. Starting with the essential task of checking emails and voicemail, the assistant ensures that all time-sensitive communications are promptly addressed. This early morning routine sets the tone for a day filled with a wide array of responsibilities. From answering phones to setting up classrooms, making copies, participating in meetings, taking minutes, and entering data, the assistant plays a crucial role in the smooth running of our office. Their involvement doesn’t stop there; they are also tasked with compiling monthly reports, assisting with marketing efforts, and various other tasks that may arise throughout the day.
This position is perfect for someone who thrives in a fast-paced environment and enjoys a job where no two days are the same. The ability to multitask, prioritize, and communicate effectively are key skills that will contribute to success in this role. If you are a proactive, organized individual with a passion for supporting and enhancing office operations, we encourage you to apply for this exciting opportunity to become a vital part of the Dirigo team.
Job Requirements:
- Proven experience as an office assistant, administrative assistant, or in another relevant administrative role
- Administrative experience is given a priority but not necessary
- Knowledge of, or willingness to train in, marketing programs
- Working knowledge of office equipment
- Top-notch people & customer service skills
- Excellent organizational and time management skills
- Analytical abilities and aptitude in problem-solving
- Excellent written and verbal communication skills
- Proficiency in MS Office, Adobe, Survey Monkey, Canva
- Background check
Compensation:
- Salary Range $23-25 per hour
- Flexible schedule. During training days will need to arrive at the office by 7:15am.
- One day a week work from home
- 80/20 Personal Health & Dental
- LTD/STD employer paid
- $50,000 Employer paid life insurance
- $500 FSA Employer contribution
- 401K up to 4%
- 2-week PTO and all Maine State Holidays
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Interested candidates should send a cover letter and resume by January 1, 2025, to:
Hillary Martin
hillary.martin@dirigosafety.com
Personnel Operations Manager
Dirigo Safety, LLC
95 Main St, Suite 3
Auburn, ME
Job Type: Full-time
Pay: $23.00 - $25.00 per hour
Expected hours: 40 per week
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Flexible schedule
- Health insurance
- Health savings account
- Paid time off
Schedule:
Experience:
- Customer service: 2 years (Preferred)
Ability to Commute:
- Auburn, ME 04210 (Required)
Ability to Relocate:
- Auburn, ME 04210: Relocate before starting work (Required)
Work Location: In person
