Administrative Assistant - Engineering / Construction Inspections

Administrative Assistant

The Administrative Assistant performs a variety of intermediate level administrative support functions to ensure the organized flow of daily business for management and staff including preparing correspondence, memoranda, reports and other documents, screening telephone calls, scheduling appointments, meetings and travel arrangements, assisting in financial functions, and maintaining confidential information.

Essential functions include :

• Performing administrative support functions including preparing, reviewing and drafting correspondence, memoranda, board items, presentations, reports and other documents using correct grammar, spelling and punctuation to ensure accuracy and completeness; may take and transcribe minutes.
• Preparing and monitoring financial information including budget, time and attendance documentation and ordering supplies.
• Processing purchase requests for payments in various forms, such as purchase requisitions, petty cash, and credit card purchases, verifying accuracy of data. May function as credit card liaison for the department.
• Researching and compiling a variety of information for reporting purposes and performing data entry of a variety of databases, spreadsheets, and forms.
• Maintaining, developing and implementing filing systems.
• Performing customer service duties including answering and screening calls, receiving and assisting visitors, and answering inquiries.
• Providing organizational support by coordinating and scheduling meetings, maintaining calendar and agendas, and making travel arrangements as needed; maintains suspense system to ensure deadlines are met.
• Sorting and distributing mail including preparing outgoing mail.
• Applying organizational, departmental and office policies, procedures, and practices.
• Maintaining effective working relationships and public relations.
• Preparing employee record changes and maintaining employee files.
• Performing other duties as assigned.

Decision making includes working under general supervision and may provide functional guidance to administrative support staff.

Minimum requirements include :

Preferred qualifications include :

Job dimensions include contact with internal and external customers, vendors, outside agencies and the general public, and communicating effectively, verbally and in writing.

Physical demands and working conditions include sitting for long periods of time to perform job scope, working conditions in an office environment, and may be required to work hours other than regular schedule such as nights and weekends.