Project Secretary

Position Overview

Provide support to project management and oversee general office activity.

Duties/Responsibilities

• Uses a multi-line phone to answer and appropriately routes all incoming calls.
• Routes incoming mail to the appropriate department.
• Vouches subcontractor invoices and sends out for approvals.
• Maintains office/break room supplies.
• Responsible for the maintenance of office equipment.
• Vouches accounts payable invoices and sends out for approvals.
• Prepares outgoing mail for post office or for overnight delivery.
• Programs and updates security alarm codes. Calls for maintenance when needed.
• Sets up bid projects, issue bid notices, and/or maintain HUB subcontractor database.
• May serve as a Notary Public.
• May make travel arrangements for project management.
• Performs other duties to ensure successful services are delivered and customers are satisfied.
• Maintains excellent attendance and punctuality.

Education and Training

• High school graduation or its equivalent and two years related experience or an equivalent combination of experience and training that provides the required knowledge, skills, and abilities.

Knowledge, Skills and Abilities

• Proficiency with writing, grammar, proofreading, and math.
• Computer literacy in a Windows environment.
• Highly organized with multi-tasking capability to manage multiple projects to deadline.
• Ability to create and maintain comprehensive filing system.
• Ability to work with others at all levels of the organization.
• Personable, friendly, and good-humored.
• Excellent memory for details.
• Ability to support the project management's effectiveness.
• Ability to cope with a fast moving environment and busy supervisor.
• Professional boundaries with regard to the handling of privileged information.
• Discretion and tact.
• Presents a professional image.
• Willingness to find new solutions and share ideas in a constructive way.