9 Administrative Roles jobs in Madison County

The Analytical Solutions Division (ASD) of Applied Research Associates (ARA), Inc ( has an exciting opportunity for a full-time Office Administrative Assistant who truly understands the value and importance of providing exceptional administrative support services. Working onsite and rotating between two (2) office locations in Huntsville, AL, and Madison, AL, this position will provide administrative support to the Rapid Prototype Group. Looking for an administrative professional who possesses a firm knowledge of office procedures, business practices, and customer service.

Responsibilities & Must Haves as an Office Admin. Asst.:

• Greeting visitors, answering telephones, directing calls, and taking messages
• Managing conference room calendars
• Supply ordering and restocking, utilizing a purchasing process system
• Custodian of Purchasing Credit Card and responsible for ensuring proper usage protocol is followed
• Daily kitchen maintenance (coffee station/food & beverage stocking)
• Support Group Administrator with various administrative and operational responsibilities as required
• Ability to manage and prioritize numerous assignments in a high-volume environment
• Organized individual, with excellent attention to detail, who can multi-task and change priorities quickly to effectively work in a rapidly changing office environment
• Effectively communicates with various customers, employees, and executive stakeholders
• Self-motivated with the ability to work proactively and achieve results without close supervision
• Innovative and creative thinker, results oriented problem-solver, with a ‘can do’ attitude and a friendly, outgoing personality
• Intermediate proficiency in Microsoft Office Suite (Outlook, Excel, Word, and PowerPoint)
• Intermediate proficiency with Adobe Acrobat
• Ability to obtain and maintain a minimum of a SECRET clearance from the US Department of Defense
• High School diploma or equivalent and 1-2 years of related clerical and office experience
• Ability to be on-site, Monday – Friday, 7:30am – 4:30pm. Duty location will rotate between 2 facilities located 15 minutes apart (airport area/Greenbrier Parkway)
• Ability to sit &/or stand for long periods of time, stand, sit, stoop, bend, crouch, crawl, climb, hold and move items with hand, multilimbed coordination, finger dexterity, arm-hand steadiness, push, pull, and lift 50lbs independently and over 50lbs with assistance

This will “WOW” us if you have the following:

• Familiar with Deltek/Costpoint
• Advanced-to-Expert level proficiency in Microsoft Office Suite and Adobe Acrobat

*Note: A Microsoft Office Suite Assessment will be provided to assess a proficiency level.

Please apply at careers.ara.com for the Office Admin. Asst. position. #LI-AB1

Behaviors Preferred

• Detail Oriented: Capable of carrying out a given task with all details necessary to get the task done well
• Team Player: Works well as a member of a group
• Enthusiastic: Shows intense and eager enjoyment and interest
• Dedicated: Devoted to a task or purpose with loyalty or integrity

Motivations Preferred

• Self-Starter: Inspired to perform without outside help
• Goal Completion: Inspired to perform well by the completion of tasks
• Flexibility: Inspired to perform well when granted the ability to set your own schedule and goals
• Growth Opportunities: Inspired to perform well by the chance to take on more responsibility

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.

See job description

Job Description

Job Summary

The Clinic Office Assistant provides administrative and clerical support to ensure efficient operations within the clinic. This role is responsible for patient check-in and check-out, scheduling appointments, handling patient inquiries, processing payments, and maintaining accurate records. The Clinic Office Assistant also assists with various office and clinic tasks to support healthcare providers and ensure a positive patient experience.

Essential Functions

• Greets and assists patients during check-in and check-out, ensuring accuracy in patient information and documentation.
• Schedules patient appointments, obtains pre-certifications, and coordinates with providers for testing, procedures, and surgeries.
• Collects time-of-service (TOS) payments, issues invoices, and processes financial transactions in compliance with clinic policies.
• Maintains and updates patient records, ensures quality control, and addresses gaps in care.
• Answers phone calls, responds to inquiries regarding clinic policies and services, and routes messages appropriately.
• Enters charges and codes invoices for billing, ensuring accuracy and timely processing.
• Monitors and maintains office and clinic supply inventory, placing orders as needed to ensure availability of necessary materials.
• Assists in handling physician call schedules, provider reimbursements, and license renewals.
• Supports clinical staff as needed, including assisting in triage and coordinating patient referrals.
• Ensures a clean and organized work environment, following infection control and safety protocols.
• Performs other duties as assigned.
• Complies with all policies and standards.

Qualifications

• 0-2 years of experience in a medical office, clinic, or healthcare administrative setting required

Knowledge, Skills and Abilities

• Proficiency in electronic medical records (EMR) systems and office software.
• Strong organizational skills and attention to detail.
• Excellent verbal and written communication skills.
• Ability to multitask and work in a fast-paced healthcare environment.
• Customer service-oriented with a professional and courteous demeanor.
• Knowledge of medical terminology, scheduling, billing, and insurance verification preferred.

Licenses and Certifications

• Certified Medical Office Administrative Assistant (CMAA) preferred

**Job Summary**
The Clinic Office Assistant provides administrative and clerical support to ensure efficient operations within the clinic. This role is responsible for patient check-in and check-out, scheduling appointments, handling patient inquiries, processing payments, and maintaining accurate records. The Clinic Office Assistant also assists with various office and clinic tasks to support healthcare providers and ensure a positive patient experience.
**Essential Functions**
+ Greets and assists patients during check-in and check-out, ensuring accuracy in patient information and documentation.
+ Schedules patient appointments, obtains pre-certifications, and coordinates with providers for testing, procedures, and surgeries.
+ Collects time-of-service (TOS) payments, issues invoices, and processes financial transactions in compliance with clinic policies.
+ Maintains and updates patient records, ensures quality control, and addresses gaps in care.
+ Answers phone calls, responds to inquiries regarding clinic policies and services, and routes messages appropriately.
+ Enters charges and codes invoices for billing, ensuring accuracy and timely processing.
+ Monitors and maintains office and clinic supply inventory, placing orders as needed to ensure availability of necessary materials.
+ Assists in handling physician call schedules, provider reimbursements, and license renewals.
+ Supports clinical staff as needed, including assisting in triage and coordinating patient referrals.
+ Ensures a clean and organized work environment, following infection control and safety protocols.
+ Performs other duties as assigned.
+ Complies with all policies and standards.
**Qualifications**
+ 0-2 years of experience in a medical office, clinic, or healthcare administrative setting required
**Knowledge, Skills and Abilities**
+ Proficiency in electronic medical records (EMR) systems and office software.
+ Strong organizational skills and attention to detail.
+ Excellent verbal and written communication skills.
+ Ability to multitask and work in a fast-paced healthcare environment.
+ Customer service-oriented with a professional and courteous demeanor.
+ Knowledge of medical terminology, scheduling, billing, and insurance verification preferred.
**Licenses and Certifications**
+ Certified Medical Office Administrative Assistant (CMAA) preferred
Equal Employment Opportunity
This organization does not discriminate in any way to deprive any person of employment opportunities or otherwise adversely affect the status of any employee because of race, color, religion, sex, sexual orientation, genetic information, gender identity, national origin, age, disability, citizenship, veteran status, or military or uniformed services, in accordance with all applicable governmental laws and regulations. In addition, the facility complies with all applicable federal, state and local laws governing nondiscrimination in employment. This applies to all terms and conditions of employment including, but not limited to: hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training. If you are an applicant with a mental or physical disability who needs a reasonable accommodation for any part of the application or hiring process, contact the director of Human Resources at the facility to which you are seeking employment; Simply go to to obtain the main telephone number of the facility and ask for Human Resources.

L3Harris is dedicated to recruiting and developing high-performing talent who are passionate about what they do. Our employees are unified in a shared dedication to our customers' mission and quest for professional growth. L3Harris provides an inclusive, engaging environment designed to empower employees and promote work-life success. Fundamental to our culture is an unwavering focus on values, dedication to our communities, and commitment to excellence in everything we do.
L3Harris Technologies is the Trusted Disruptor in the defense industry. With customers' mission-critical needs always in mind, our employees deliver end-to-end technology solutions connecting the space, air, land, sea and cyber domains in the interest of national security.
Job Title: Operations Administrative Assistant
Job Code: 25643
Job Location: Huntsville, AL
Job Schedule: 9/80: Employees work 9 out of every 14 days - totaling 80 hours worked - and have every other Friday off
Job Description:
The Operations Administrative Assistant is a key member of the operations team, providing essential administrative support to ensure smooth and efficient functioning of the department and the site. This role requires a highly organized, detail-oriented individual with excellent written and verbal communication skills and the ability to manage multiple tasks simultaneously.
Essential Functions:
+ Provide administrative support to the leadership team, including scheduling meetings, proactively managing calendars, and coordinating travel arrangements.
+ Assist in the preparation and editing of reports, presentations, and other documents as needed, ensuring all documentation is accurate and up-to-date.
+ Support the implementation of operational policies and procedures, and assist in monitoring compliance.
+ Coordinate logistics for internal and external events, including high-level visits, conferences, site tours, workshops, and training sessions.
+ Process expense reports and invoices, and assist with budget tracking and financial record-keeping.
+ Serve as a liaison between the operations department and other internal teams, as well as external partners and vendors while maintaining confidentiality and diplomacy.
+ Perform data entry and maintain databases, ensuring the integrity and confidentiality of information.
+ Support general office duties, to include ordering and stocking of office supplies, drinks, food, and snacks in support of site operations/meetings/routine business.
+ Assist with special projects and perform additional duties as assigned by the Operations Manager.
+ Travel: Occasional travel to additional manufacturing site (20 miles away) may be required, as needed.
Qualifications:
· High school diploma or equivalent and a minimum of 8 years prior administrative experience, or 2 years post-Secondary/Associates Degree with a minimum of 4 years of prior administrative experience.
Preferred Additional Skills:
+ Excellent verbal, written and interpersonal communication skills.
+ Strong analytical skills and attention to detail.
+ Ability to manage multiple tasks and prioritize effectively.
+ Experience supporting multiple managers is preferred.
+ Experience working in a manufacturing environment is a plus.
+ Event planning exp is desired.
+ Proactive problem-solving skills and a strategic mindset.
+ 4+ years' experience with Microsoft Office Tools.
+ Intermediate Excel skills preferred.
+ Experience with Concur/SAP, ARIBA and Envoy preferred.
#LI-HW1
L3Harris Technologies is proud to be an Equal Opportunity Employer. L3Harris is committed to treating all employees and applicants for employment with respect and dignity and maintaining a workplace that is free from unlawful discrimination. All applicants will be considered for employment without regard to race, color, religion, age, national origin, ancestry, ethnicity, gender (including pregnancy, childbirth, breastfeeding or other related medical conditions), gender identity, gender expression, sexual orientation, marital status, veteran status, disability, genetic information, citizenship status, characteristic or membership in any other group protected by federal, state or local laws. L3Harris maintains a drug-free workplace and performs pre-employment substance abuse testing and background checks, where permitted by law.
Please be aware many of our positions require the ability to obtain a security clearance. Security clearances may only be granted to U.S. citizens. In addition, applicants who accept a conditional offer of employment may be subject to government security investigation(s) and must meet eligibility requirements for access to classified information.
By submitting your resume for this position, you understand and agree that L3Harris Technologies may share your resume, as well as any other related personal information or documentation you provide, with its subsidiaries and affiliated companies for the purpose of considering you for other available positions.
L3Harris Technologies is an E-Verify Employer. Please click here for the E-Verify Poster in English ( or Spanish ( . For information regarding your Right To Work, please click here for English ( or Spanish ( .

**Position Summary:**
Responsible for processing Sales Orders and legal documents. Maintains Unit Sales files for new and used sweepers. Prepares operational reports to ensure accurate tracking of sales, and inventory.
**Essential Functions of the Job:**
Receives and prepares unit purchase orders for order entry to ensure contract accuracy and document retention.
Maintains unit demo schedule and offsite vehicle report for accounting.
Prepare, track, and maintain annual dealer agreements, business plans, Inventory Report, and miscellaneous admin reports.
Maintain Salesforce Database with Dealer contacts, contracts, and other business-related documentation.
Maintains monthly sales reports and sales commission reporting.
Maintains annual budget process for reporting to VP of Sales and Marketing
Assists with coordinating sales events at Schwarze factory including hotel, meal, and logistical support
Administers Warranty Campaigns and NHTSA Recall documentation.
Maintains sales pricing documents as well as other sales forms used when quoting
Answers switchboard and directs callers.
**Knowledge, Skills and Abilities (KSA's):**
Detailed oriented and organizational skills required.
Strong background with Math/Accounting
Working knowledge of personal computer and proficient in all Microsoft Products.
Background with Salesforce or similar CRM Database
Contract Experience
Able to work independently and to plan, organizes, and prioritize daily tasks.
**Education and Experience:**
High school diploma
Associate Degree preferred.
Alamo Group is proud to be an Equal Employment Opportunity, Affirmative Action employer. All qualified applicants will be considered without regard to race, national origin, color, religion, age, genetics, sex, sexual orientation, gender identity or expression, disability or veteran status. We maintain a drug-free workplace and perform pre-employment substance abuse testing (where permitted by law).

**Position Summary:**
Under The Administrative Assistant, under general supervision, will perform administrative and clerical duties for the Purchasing department.
**Essential Functions of the Job:**
Assist with monitoring stock levels and identify purchasing needs.
Track and monitor inventory in JDE software platform.
Assist with data entry in entry in excel, word, or other software packages.
Assist with tracking orders and delivery times.
Update internal databases with order details (dates, vendors, quantities, etc.).
Maintain updated records of invoices and contracts.
Follow up with supplies as needed to confirm or change orders
Liaise with warehouse staff to ensure products arrived on time and in good condition.
**Knowledge, Skills, and Abilities (KSA's):**
Excellent communication skills, both verbal and written. Good grammar usage.
Ability to maintain integrity of confidential information.
Excellent computer skills including proficient knowledge and use of Microsoft Programs (Word, Excel, Power point, Outlook).
Able to prioritize and organize work.
.
Ability to handle interruptions and get work accomplished.
Work closely with other departments when assistance is needed
Alamo Group is proud to be an Equal Employment Opportunity, Affirmative Action employer. All qualified applicants will be considered without regard to race, national origin, color, religion, age, genetics, sex, sexual orientation, gender identity or expression, disability or veteran status. We maintain a drug-free workplace and perform pre-employment substance abuse testing (where permitted by law).

**Description:** **The LM Space Missile Defense Programs Mission Segment Vice President/Huntsville Site General Manager is seeking an Executive Assistant to join our mission in Huntsville, AL!**
This position will support Missile Defense Programs (MDP) Mission Segment Vice President/Huntsville Site Executive, while also providing administrative support to other designated executives, as needed. This position will perform diverse administrative duties, which by nature of the position involves high-level contacts with other Lockheed Martin executives, U.S. and foreign partner companies, and senior Government customers. Exposure to sensitive information necessitating considerable use of discretion, judgment, tact, and diplomacy. Since assignments will change on a frequent basis, the successful candidate must be able to utilize judgment and initiative to complete daily tasks.
In this role you will be responsible for:
- Leading Site Administrative team as primary executive admin, providing leadership and mentoring.
- Maintains and assists Vice President and other Executives with calendar maintenance.
- Accounts for commitments made by the VP during meetings and arranges for staff implementation.
- Arranges for staff members to represent Vice President at conferences and meetings.
- Evaluates VP's schedule and establishes appointment priorities to include rescheduling or refusing appointments or invitations.
- Ensures that requests for action or information are relayed to the appropriate staff members as needed.
- Responsible for the maintenance and oversight of administrative files and business continuity files.
- Prepares documents and presentations.
- Issues meeting notices using Microsoft Outlook. Performs RSVPs, and coordinates appointments for executives.
- Tracking/awareness of team member's locations (i.e. on travel or out of office) in case VP needs to connect with them.
- Coordinates/requests graphics development, printing services and IT services.
- Provides support to planning/execution of employee morale and engagement events and employee event communications.
- Provides support to community engagement/volunteer events.
Visitor Coordination/Reception Support
- Helps coordinate visits to the facility for people planning to visit assigned Executives, to include proficiency with LM visit management systems.
- Assists visitor with maps, directions, hotel accommodations, local amenities, and internal resources.
- Provides visitors with local instructions/resource requirements such as badging and security precautions.
Conference Room Meeting Coordination
- Ensures Executive Conference Rooms are equipped appropriately and properly arranged for all VP's meetings.
- Coordinates, prioritizes, and maintains rooms to ensure availability for facility leadership.
- Completes (for approval) and submits expense reports and requests for payment for refreshments/meals.
- Sets up meetings, Teams, Conference Calls and VTCs for assigned executives in the appropriate locations ensuring they are connected prior to start time.
- Maintaining OH budget and purchasing office supplies and refreshments as necessary.
Executive Travel
- Coordinates/arranges travel (in-country and overseas) using the LM travel system for reservations.
- Expense reports upon completion of travel.
- Some travel may be required for this position. May be asked to flex time to support executives as needed.
**Basic Qualifications:**
- Microsoft Office Suite proficiency to include Word, PowerPoint, Excel, Outlook, Teams, and SharePoint
- Prior Executive Assistant experience supporting executive level management preferred
- Experience with booking travel
- Experience with SAP Concur
- Experience with resource calendars and business rhythm management
- Experience with Action Items tracking
- Experience with government systems and security processes
- Ability to obtain Department of Defense Secret security clearance (U.S. Citizenship required)
**Desired Skills:**
- Active Secret Clearance.
- Experience with Dept of Defense customers.
- Knowledge of military protocol and etiquette.
- Creation of or familiarity with high-level executive processes.
- International travel booking.
- Advanced verbal and written communication skills.
- Demonstrated ability to communicate professionally and effectively with personnel / teammates / visitors / customers at all levels.
- Must have demonstrated excellent attention to detail and quality of work.
- Candidate must be proactive and willing to assist other executives in times of absences and personnel shortages.
- Must be a self-starter and recognize and take actions to run an efficient office.
- Must exhibit strong interpersonal and communication skills.
- Ability to effectively adapt to emerging challenges and frequent changes.
- Ability to anticipate and resolve conflicts independently
**Security Clearance Statement:** This position requires a government security clearance, you must be a US Citizen for consideration.
**Clearance Level:** Secret
**Other Important Information You Should Know**
**Expression of Interest:** By applying to this job, you are expressing interest in this position and could be considered for other career opportunities where similar skills and requirements have been identified as a match. Should this match be identified you may be contacted for this and future openings.
**Ability to Work Remotely:** Onsite Full-time: The work associated with this position will be performed onsite at a designated Lockheed Martin facility.
**Work Schedules:** Lockheed Martin supports a variety of alternate work schedules that provide additional flexibility to our employees. Schedules range from standard 40 hours over a five day work week while others may be condensed. These condensed schedules provide employees with additional time away from the office and are in addition to our Paid Time off benefits.
**Schedule for this Position:** 9x80 every other Friday off
**Lockheed Martin is an equal opportunity employer. Qualified candidates will be considered without regard to legally protected characteristics.**
**The application window will close in 90 days; applicants are encouraged to apply within 5 - 30 days of the requisition posting date in order to receive optimal consideration.**
Join us at Lockheed Martin, where your mission is ours. Our customers tackle the hardest missions. Those that demand extraordinary amounts of courage, resilience and precision. They're dangerous. Critical. Sometimes they even provide an opportunity to change the world and save lives. Those are the missions we care about.
As a leading technology innovation company, Lockheed Martin's vast team works with partners around the world to bring proven performance to our customers' toughest challenges. Lockheed Martin has employees based in many states throughout the U.S., and Internationally, with business locations in many nations and territories.
**Experience Level:** Hourly/Non-Exempt
**Business Unit:** SPACE
**Relocation Available:** No
**Career Area:** Administrative
**Type:** Full-Time
**Shift:** First

Job Details

Level
Experienced

Job Location
Meridian Street - Huntsville, AL

Job Shift
Day Shift

Job Category
Human Resources

Description

Role Summary
The Human Resources Administrative Assistant is a critical support role within the People & Culture team. This position ensures consistent execution of HR processes across multiple locations, provides bilingual support (English/Spanish) for all HR communications, and contributes to ongoing initiatives and projects that enhance the employee experience at Wilson Lumber Company. Success in this role requires exceptional organizational skills, discretion, and a proactive service-oriented mindset aligned with the company's core values.

Scope of the Position
The HR Administrative Assistant supports approximately 325+ employees across five Wilson Lumber sites in Alabama and Tennessee. The role involves coordinating across HR functions including onboarding, communication, compliance, and employee engagement.

Key Responsibilities
Administrative and Operational Support
•Execute day-to-day administrative duties, including scheduling meetings, managing calendars, booking travel, and supporting interview logistics.
•Prepare and reconcile purchase orders and invoices for the HR department.
•Process employment verifications and maintain personnel records.
•Create and maintain accurate, compliant employee files and I-9 documentation.
•Run reports from HRIS (e.g., employee data, headcount) and distribute as needed.

Communication & Language Support
•Translate oral and written HR communications between English and Spanish with high accuracy and cultural sensitivity.
•Support bilingual communication initiatives including employee announcements, social media posts, and training materials.
Onboarding and Employee Experience
•Assemble and maintain onboarding materials, new hire documentation, and training packages.
•Maintain and update company bulletin boards in compliance with labor law posting requirements.
•Support employee event coordination, including planning, logistics, and communication.

Compliance & Projects
•Ensure compliance with federal, state, and local labor regulations.
•Support audits of employee records and HR processes.
•Contribute to HR projects focused on talent development, policy updates, and employee engagement.

Position Qualifications

Required
•Bilingual proficiency in English and Spanish (written and oral).
•Strong discretion and ability to maintain confidentiality.
•Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
•Excellent written and verbal communication skills.
•Detail-oriented with a high level of accuracy and organization.
•Self-starter with ability to work independently and manage multiple priorities.
•Ability to travel up to 15% and work flexible shifts, including evenings when needed.

Preferred
•Associate degree in Human Resources, Business Administration, or related field (or equivalent experience).
•1-3 years' experience in a Human Resources role.
•Experience in a manufacturing or multi-site organization.

Physical Requirements
•Ability to sit, stand, and move around frequently throughout the day.
•Adaptability to work in various environments, including office and production areas.