Administrative Assistant

Description Summary The Administrative Assistant performs routine clerical and administrative functions such as drafting correspondence; proofing memos, letters, reports, etc.; organizing and maintaining paper and electronic files; maintaining the file room; maintaining databases, etc. The Administrative Assistant must have a high attention to detail and a strong background in English grammar, including proofreading capabilities. Essential Duties and Responsibilities Essential duties of the position include the following. Other duties may be assigned. Develop and proof correspondence for grammar and punctuation. Coordinate with other departments and branch offices. Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals. Greet visitors and handle their inquiries or direct them to the appropriate people according to their needs. Use computers for various applications, such as business emails, database management, word processing, or spreadsheets. Create, maintain, and enter information into databases. Manage paper and electronic filing systems, record information, and update paperwork and documentation. Operate office equipment, such as copiers, postage meters, or phone systems. Contact the appropriate personnel to arrange for repairs when equipment malfunctions. Maintain scheduling and event calendars as requested. Complete forms following company procedures. Make copies and scans of correspondence or other printed material. Supervisory Responsibilities This job has no supervisory responsibilities. However, seasoned Administrative Assistants are expected to work with less experienced assistants training them in proper techniques and procedures associated with Eustis Engineering. Competencies To perform the job successfully, an individual should demonstrate the following competencies: Analytical - Synthesizes complex or diverse information; collects and researches data; uses intuition and experience to complement data. Continuous Learning - Assesses own strengths and weaknesses; seeks feedback to improve performance; pursues training and development opportunities; strives to continuously build knowledge and skills; shares expertise with others. Job Knowledge - Competent in required job skills and knowledge; exhibits the ability to learn and apply new skills; keeps abreast of current developments; requires minimal supervision; displays understanding of how job relates to others; uses resources effectively. Use of Technology - Demonstrates required skills; adapts to new technologies; troubleshoots technological problems; uses technology to increase productivity; keeps technical skills up to date. Design - Generates creative solutions; uses feedback to modify designs; demonstrates attention to detail. Problem Solving - Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; works well in group problem-solving situations; uses reason even when dealing with emotional topics. Project Management - Communicates changes and progress. Client Service - Manages difficult or emotional client situations; responds promptly to client needs; solicits client feedback to improve service; responds to requests for service and assistance; meets commitments. Communications - Expresses ideas and thoughts verbally; expresses ideas and thoughts in written form; exhibits good listening and comprehension; keeps others adequately informed; selects and uses appropriate communication methods. Cooperation - Establishes and maintains effective relationships; exhibits tact and consideration; helps and supports co-workers; works cooperatively in group situations; works actively to resolve conflicts. Managing Client Focus - Promotes client focus. Oral Communication - Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; responds well to questions; participates in meetings. Teamwork - Balances team and individual responsibilities; exhibits objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interests; able to build morale and group commitments to goals and objectives; supports everyone's efforts to succeed. Written Communication - Writes clearly and informatively; edits work for spelling and grammar; varies writing style to meet needs; able to read and interpret written information. Team Leadership - Fosters team cooperation; acknowledges team accomplishments. Leadership - Accepts feedback from others; gives appropriate recognition to others. Quality Management - Demonstrates accuracy and thoroughness. Visionary Leadership - Displays passion and optimism. Business Acumen - Understands business implications of decisions. Conflict Resolution - Encourages open communications; confronts difficult situations; maintains objectivity; keeps emotions under control. Diversity - Demonstrates knowledge of Equal Employment Opportunity policy; shows respect and sensitivity for cultural differences; educates others on the value of diversity; promotes a harassment-free environment. Ethics - Treats people with respect; keeps commitments; inspires the trust of others; works with integrity and principles; upholds organizational values. Organizational Support - Follows policies and procedures; completes administrative tasks correctly and on time; supports organization's goals and values; benefits organization through outside activities; supports affirmative action and respects diversity. Strategic Thinking - Understands the organization's strengths and weaknesses. Adaptability - Adapts to changes in the work environment; changes approach or method to best fit the situation; able to deal with frequent change, delays, or unexpected events. Achievement Focus - Demonstrates persistence and overcomes obstacles; recognizes and acts on opportunities. Personal Appearance - Dresses appropriately for position; keeps self well groomed. Sales Skills - Maintains client satisfaction. Attendance/Punctuality - Is consistently at work and on time; ensures work responsibilities are covered when absent. Dependability - Follows instructions; responds to management direction; takes responsibility for own actions; keeps commitments; commits to long hours of work when necessary to reach goals; completes tasks on time or notifies appropriate person with an alternate plan. Initiative - Volunteers readily; undertakes self-development activities; seeks increased responsibilities; asks for and offers help when needed. Innovation - Meets challenges with resourcefulness; generates suggestions for improving work. Judgment - Displays willingness to make decisions; exhibits sound and accurate judgment; supports and explains reasoning for decisions. Planning/Organizing - Uses time efficiently. Quality - Demonstrates accuracy and thoroughness; applies feedback to improve performance; monitors own work to ensure quality. Quantity - Completes work in a timely manner; strives to increase productivity. Safety and Security - Observes safety and security procedures; determines appropriate action beyond guidelines; reports potentially unsafe conditions; uses equipment and materials properly. Requirements Qualifications To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. Education and/or Experience Two to four years related experience and/or training; or equivalent combination of education and experience. A Bachelor's degree (B.A. or B.S.) or equivalent from a four-year college or technical school is a plus. Language Skills Ability to read, analyze, and interpret general business correspondence. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, and the general public. Cordially transmit proposals, memos, letters, reports, and other documents to clients and client representatives. Again, the Administrative Assistant must have a high attention to detail and a strong background in English grammar. Mathematical Skills Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent; and to draw and interpret bar graphs. Reasoning Ability Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. Computer Skills The individual should have a solid working knowledge of Adobe Acrobat and Office 365, including Microsoft Outlook, Word, Excel, PowerPoint, and Teams/Planner. To perform this job successfully, an individual should be able to learn to work within Eustis Engineering’s specific software (with training), such as Deltek’s Accounting/CRM software and Tab Products database software; as well as the ability to upload and download files from file transfer sites. The individual should be able to research online through various search engines (such as Google, Bing, Yahoo, etc.). Certificates, Licenses, Registrations None is required at this time. Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions. While performing the duties of this job, the employee is regularly required to sit and use hands to finger, handle, or feel. The employee is frequently required to stand; walk; climb stairs; reach with hands and arms; and talk or hear. The employee is occasionally required to climb ladders or balance; stoop, kneel, crouch, or crawl; and taste or smell. The employee must frequently lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions. While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts (i.e., copiers, file room equipment, etc.). The employee may also be exposed to moving equipment (i.e., trucks, drill rigs, forklifts) when moving between buildings. The noise level in the work environment is usually quiet to moderate. #J-18808-Ljbffr Eustis Engineering LLC