Admin Support Assistant 2

Black & Veatch Family of Companies•Olathe, KS

1d•Onsite

About The Position

To provide support to one or more managers, but also provide support to a workgroup such as a department, division or regional office, under minimal supervision from a manager or director. Position requires proficiency in administrative assistant support role. Duties and tasks are often non-routine, requiring independent judgment and problem-solving. Possesses thorough knowledge of workgroup's policies and procedures, as well as general knowledge of company policies and processes. Has occasional contact with clients, suppliers, or company employees outside the immediate work area to exchange information.

Requirements

Intermediate spreadsheet skills and intermediate word processing skills needed.
All applicants must be able to complete pre-employment onboarding requirements (if selected) which may include any/all of the following: criminal/civil background check, drug screen, and motor vehicle records search, in compliance with any applicable laws and regulations.

Nice To Haves

5+ years relevant experience preferred
High School Diploma or equivalent preferred
Intermediate MS Word skills
Intermediate MS Office Excel and PowerPoint skills
Intermediate MS Outlook skills
Spelling and grammar skills
Concentration and cognitive skills
Initiative
Interpersonal skills
Attention to detail and reading comprehension
Communication skills, including verbal and written skills
Ethics and values
Integrity and trust
Ability to make decisions
Ability to prioritize
Problem-solving ability
Expense Reporting Systems (Creating)
Expense Reporting Policies and Procedures (Reviewing and approving)
Time Reporting Policies and Procedures
Time Reporting Systems
PeopleSoft and Blueprint Basic Users
Travel Systems
Telephony and Web conferencing
Electronic Repository Systems
Financial Information Systems

Responsibilities

Organizes and prioritizes activities for manager(s), including controlling access to manager's calendar
Screens and responds to telephone and email inquiries, as well as written correspondence, on behalf of manager
Plans and arranges meetings, travel, and events, and coordinates applying for international travel documents
Maintains manager's or work group's calendar
Organizes flow of administrative work through supervisor's office
Contributes to the development of other department or company initiatives
Liaises with Black and Veatch contingent coordinator and/or employment agency
Approves timesheets, checks agency invoice accuracy, codes Markview invoices, and reconciles overtime labor rate differences
Generates or distributes ad hoc reports using various business systems and databases
Orders office supplies
May coordinate completion of timesheets
Reviews and approves timesheets
May code, route, and track invoices
Creates expense reports
May review expense reports for compliance
May verify accuracy of invoices prior to approval
Generates simple documents, such as letters, memos, spreadsheets and presentations
Prepares files for archiving
Performs scanning and electronic filing
Answers phones
Greets and directs visitors
Assembles documents (reproduction and collation)
Performs word processing and data entry
Performs other general clerical duties as needed