Administrative Assistant- File Clerk

Job Description

Job Description

Job Title: Administrative Assistant

* Location: 31-01 20th Avenue, Astoria, NY 11105 ***

Duration: 6+ months contract

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Shift:

: M-F 8 hour workday. 8am-5pm (shift times may vary)

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**PERFORMANCE DETAILS:

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Major Objectives:

-Perform inventory and cataloging of physical records, files, and storage boxes across Transmission Operations

-Review, organize, and prepare documents for scanning and storage

-Operate scanning equipment to digitize documents and maintain electronic records

-Upload and maintain scanned files in designated systems (e.g., SharePoint or internal tracking tools)

-Prepare documentation and forms required for file storage, retrieval, and vendor coordination

-Assist with boxing, labeling, and tracking of files for offsite storage

-Maintain accurate logs of document inventory, scanned records, and storage locations

-Ensure files are properly classified, labeled, and aligned with record retention policies

-Maintain files to ensure availability for audit and record retention requirements

-Communicate timely with internal and external customers to clarify work scope, resolve inquiries, and ensure compliance with project requirements.

-Decipher basic information provided on maps, drawings, and operational documents issued from various Transmission Operations groups.

-The candidate must be detail oriented, neat, and effective at meeting deadlines.

-Well organized, detail oriented, and flexible to handle multiple assignments without compromising quality and effective at meeting deadline.

• Provide general administrative support for Transmission Operations

-Maintain and update tracking spreadsheets and databases

-Assist with filing (physical and digital), record retrieval, and document management

-Support internal requests for file access and document retrieval

-Perform data entry and basic reporting as needed

-Communicate with internal stakeholders regarding document status and tracking

-Utilize Company computer applications including SharePoint, Microsoft Excel, Word, Outlook, and other internal systems to support document management and tracking activities.

**Responsibilities/Job Description:

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This position will provide administrative and clerical support to the S&TO Transmission Operations organization to support a department-wide document management and records retention initiative. This role supports a high-volume document management initiative requiring strong attention to detail and the ability to manage repetitive tasks efficiently.

The selected candidate will be responsible for organizing, inventorying, scanning, and preparing files for storage and retrieval, including coordination with vendor. The role also includes general administrative support to ensure accurate recordkeeping and efficient document handling processes across multiple groups within Transmission Operations.

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**Required Skills:

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• Ability to lift, move, and carry boxes (up to ~25 lbs)

-Ability to stand, bend, and perform repetitive tasks throughout the workday

-Ability to operate scanning equipment and computer systems for extended periods

-Ability to manage large volumes of documents accurately

-Experience with Microsoft Office (Excel, Word, Outlook)

-Experience using SharePoint

-Ability to work independently and manage routine tasks with minimal supervision

-Ability to follow structured processes and procedures

-Demonstrated customer service skills

-Proficient in English written and verbal communication skills

-Basic mathematical skills for tracking and reporting purposes

-Demonstrated ability to learn company systems and procedures

-Due to typing requirements, the candidate must have excellent manual dexterity.

**Preferred Skills:

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-Ability to build strong customer relationships

-Effective interpersonal skills

-Demonstrated time management and priority setting skills

-Well organized, detail oriented and flexible to handle multiple assignments

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**Education or Certification Requirement:

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• High School Diploma/GED