Administrative Assistant

Administrative Assistant III – K0003

PRIMARY FUNCTION:

This person will be the first point of contact for our Office.

 This individual must be able to multitask, work well under pressure and function as a team player.

 In addition to typing, filing and scheduling, performs duties such as financial record keeping, coordination of meetings and conferences, obtaining supplies, coordinating direct mailings, and working on special projects.

Also, answers non-routine correspondence and assembles confidential and sensitive information.

Deals with external callers and visitors as well as internal contacts at all levels of the organization.

Independent judgment is required to plan, prioritize and organize workload.

This position is a part time role, seeking someone to work 3 days a week-24 hours.

 

PRIMARY DUTIES:

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


* Schedules and organizes complex activities such as meetings, education, conferences and department activities for all members of the department. 


* Organizes and prioritizes incoming/outgoing information and calls.

 Drafts written, phone or emailed responses where necessary.


* Establishes, develops, maintains and updates project filing system for department.

Retrieves information from files when needed.

Ability to understand when to enlist the efforts of client representatives and senior management to accelerate the collection process. 


* Establish and maintain effective and cooperative working relationships with co-workers and clients.

Works in cooperation with other assistants to cover phones. 


* Types and designs general correspondences, memos, charts, tables, graphs, business plans, etc.

Proofreads copy for spelling, grammar and layout, making appropriate changes.

Responsible for accuracy and clarity of final copy.


* Provide information billing department for chargeable projects related to RFP’s, Contracts and client requirements for invoicing.

 Coordinate with Finance, payment of invoices, requests for purchase orders and check requests.


* Administration of Contracts for Municipalities, Sub consultants, Private clients and Project Specific


* Formation and distribution of all design / inspection correspondence


* Preparation & verification of all pay certificates, submittals


* Maintain conference room, i.e.

calendar, luncheons, appearance 


* Coordinate internal and external meetings for supervisors


* Creation and maintenance of Deltek Vision Plans


* Manages and completes all projects as assigned.

 

KNOWLEDGE, SKILLS and ABILITIES:


* Ability to complete work on schedule with extreme accuracy and detail


* High degree of self-motivation and independent decision making with exemplary follow up skills


* Solid organizational skills with ability to prioritize tasks and manage time


* Excellent interpersonal skills; Excellent com...