Administrative Assistant

Job Description

Job Description

Description:

Provides administrative support to direct supervisor and department staff. Responsibilities include coordinating, processing and tracking submittals, permits, projects, reports and correspondences with regulatory agencies and personnel at the local, state and federal level, assuring that all processes and procedures are documented and adhere to regulations. A high level of proficiency in Microsoft (Word, Excel, and Project) is required.

Essential Responsibilities

• Coordinates and arranges meetings, prepares agendas, reserves and prepares facilities, and records and transcribes minutes of meetings. Takes notes in meetings, types and disseminates to appropriate people.
• Organizes and maintains file system, files correspondence, engineering and other records.
• Composes and types routine correspondence, and complex correspondence and reports specific to the department.
• Maintain and distribute calendars, schedules, job lists, manuals and other forms as required.
• Prepares department specific forms, work orders, PNRF’s, and other forms including addendums, applications and responses to comment letters.
• Answers and screens telephone calls and arranges conference calls.
• Greets visitors and conducts to appropriate area or person.
• Makes copies of correspondence or other printed materials.
• Routes incoming mail. Locates and attaches appropriate file to correspondence to be answered.
• Prepares outgoing mail and correspondence, including e-mail and faxes.
• Acts as backup for receptionist during daily breaks, meal periods, and absences.
• Gathers plans and maps and coordinates with Project Manager/Engineer to ensure that all necessary documents are produced and compiled in a manner acceptable to the receiving agency, company and/or department.
• Prepare forms and documents for submittal to local, state, and federal agencies as well as internal departments, clients, and companies.
• Assist staff with tasks relating to report/document preparation including organizing, tracking, copying printing, and assembling, binding, folding report components to achieve required deadlines.
• Obtain required signatures and approvals.
• Track and report submittal status to Project Manager/Engineer.
• Record and track drawing submittals and requests for information and other documents received during the project construction period.
• Coordinate submittal reviews with internal departments and ensure all are returned and distributed to meet the required timeline.
• Retain and file all documentation including submittals and submittal deliveries, and project correspondence.
• Liaise and coordinate with internal departments as required to ensure accurate and timely submittals.
• Deliver documents, reports and submittals as required meeting required timelines/deadlines.
• Provides specifications support and assistance as needed.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Knowledge, Skills, and Abilities

• Ability to communicate clearly and concisely in written and verbal communications
• Ability to read and comprehend technical or compliance instructions, presentations, and memos
• Must be able to read and comprehend detailed correspondence and reports
• Ability to write compliance correspondence
• Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization
• Ability to compute basic addition, subtraction, multiplication, and division
• Can work under minimal guidance or supervision
• High level proficiency in Word, Excel, and Project
• Can meet deadlines and work well under stress
• Must be self-motivated

Education and/or Experience

Possesses a high school diploma or GED, and two (2) years post-secondary education at a university, community college, business, or vocational school, and at least two (2) years of experience in administrative and clerical roles. Must be proficient in Word and Excel. Experience with Microsoft Project is preferred.

Certificates, Licenses, Registrations

Valid driver’s license.

*The responsibilities outlined in this job description are intended to describe the general nature and level of work being performed by employees assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. The employer reserves the right to modify this job description at any time or with or without notice.