Administrative Assistant
About The Position
The Administrative Assistant performs a wide range of clerical and administrative assignments independently and without close supervision. The role interacts with managers, staff, and clients and calls for a self-motivated, detail-oriented, trustworthy, punctual person with a positive attitude and willingness to learn. Responsibilities include administering municipal review assignments; supporting construction projects through the bidding process; supporting grant administration and grant applications; ordering office supplies; providing broad administrative support; maintaining conference rooms and office equipment; monitoring visitor sign-in sheets; coordinating new-hire setups and maintenance needs with building management; preparing and reconciling monthly credit card reports; and performing other general office duties. This is an in-office position for 20 hours per week, with the opportunity for hours to increase in the future.
Requirements
- One to three years of experience in a professional office.
- Above-average skills in Microsoft Word, Excel, PowerPoint, and Outlook, including mail merging, labels, tables, charting, and calendar management.
- Ability to work independently and be a self-starter with excellent anticipation, prioritization, and follow-up skills.
- Strong interpersonal, organizational, and communication skills, including writing and digital file management skills.
- Attention to detail, proofreading, and accuracy.
- Responsible and dependable.
Nice To Haves
- Associate degree in secretarial science or business management, or equivalent experience; preferred but not mandatory.
- Experience in the architectural/engineering industry.
- Public notary status.
Responsibilities
- Track municipal review assignments as received, assign review components to appropriate internal staff, compile review snippets into a coherent letter, and ensure the final review letter is returned to the client on time.
- Administer construction projects through the bidding process, including coordinating advertisements in the local paper, serving as the point person for prospective bidder questions, and completing contract documentation requirements.
- Support grant administration for engineering, planning, and construction projects by reviewing and tracking payments, maintaining invoice and pay application databases, coordinating with the accounting team, and filtering, conducting outreach for, and tracking the MWBE database.
- Support grant applications, including drafting and circulating letters of support and entering applications into online grant portals.
- Order office supplies as inventoried.
- Provide administrative support to staff, including data entry, scanning, archiving, printing, and delivering files.
- Maintain conference rooms, copy machines, and printers/plotters.
- Monitor visitor sign-in sheets.
- Coordinate new-hire setups and maintenance needs with building management.
- Prepare and reconcile monthly credit card reports.
- Perform other general office duties as required.
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What This Job Offers
Job Type
Part-time
Education Level
No Education Listed
