Admin Support Assistant 2

Black & Veatch Family of Companies•Olathe, KS

About The Position

The Admin Support Assistant 2 provides support to one or more managers and to a workgroup such as a department, division, or regional office, with minimal supervision from a manager or director. The role requires proficiency in administrative support and involves non-routine duties that call for independent judgment and problem-solving. The assistant has thorough knowledge of workgroup policies and procedures, general knowledge of company policies and processes, and occasional contact with clients, suppliers, or employees outside the immediate work area to exchange information. The position is an individual-contributor role with no subordinates in a normal office environment. Black & Veatch is an employee-owned company, and the position is part of its administrative services organization.

Requirements

Intermediate spreadsheet skills.
Intermediate word processing skills.
Ability to complete applicable pre-employment onboarding requirements, which may include a criminal/civil background check, drug screen, and motor vehicle records search.

Nice To Haves

Five or more years of relevant experience.
High school diploma or equivalent.
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.
Verbal and written communication skills.
Ethics, values, integrity, and trustworthiness.
Decision-making, prioritization, and problem-solving abilities.
Experience creating expense reports and reviewing and approving expense reporting policies and procedures.
Knowledge of time reporting policies, procedures, and systems.
Basic user knowledge of PeopleSoft and Blueprint.
Knowledge of travel systems, telephony and web conferencing, electronic repository systems, and financial information systems.

Responsibilities

Organizes and prioritizes activities for managers, including controlling access to their calendars.
Screens and responds to telephone and email inquiries and written correspondence on behalf of managers.
Plans and arranges meetings, travel, and events, and coordinates applications for international travel documents.
Maintains a manager's or workgroup's calendar.
Organizes the flow of administrative work through a supervisor's office.
Contributes to the development of department or company initiatives.
Liaises with the Black & 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 business systems and databases.
Orders office supplies.
May coordinate completion of timesheets and reviews and approves timesheets.
May code, route, and track invoices; creates expense reports and may review expense reports for compliance.
May verify invoice accuracy before approval.
Generates simple documents, including letters, memos, spreadsheets, and presentations.
Prepares files for archiving and performs scanning and electronic filing.
Answers phones and greets and directs visitors.
Assembles documents through reproduction and collation.
Performs word processing, data entry, and other general clerical duties as needed.