Summary/Objective:

The role of the administrative assistant is to ensure efficient and timely operations of the office to support and enhance the work of the organization. The Administrative Assistant is responsible for performing routine clerical and administrative functions, data entry and front desk reception along with other support based activities for all departments within the organization.

Essential Functions:

The following are the core responsibilities of the administrative assistant that will occur on a daily, weekly and monthly basis. Special projects and other responsibilities not listed below will be assigned on an as needed basis with direction from the Accounting and HR Administrator.

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

Office Administration

• Scanning and filing paperwork to maintain an organized digital and physical filing system
• Maintaining customer project files
• Filing for licenses, permits and liens
• Completing project applications
• Picking up and dropping off paperwork at various jurisdiction offices
• Recording the minutes of weekly department meetings
• Coordinating travel arrangements for staff members
• Providing exceptional customer service to incoming clients
• Preparing outgoing mail and sorting incoming mail
• Other tasks as assigned

Competencies:

Professional Writing

Resource Management

Time Management Skills

Desktop Computer Skills

Communication Proficiency

Organization Skills

Problem Solving Skills

Social Skills

Work Environment:

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopier, filing cabinets and fax machines.

Physical Requirements: Essential functions of this position require: lifting, manual dexterity, and ability to communicate.

Light Work: Exerting up to 20 pounds of force frequently lifting or carrying of objects weighing up to 10 pounds requires a good deal of walking or standing, or involves sitting most of the time with some pushing and pulling of arm or leg controls. The employee frequently required use of hands and fingers, handle or feel; and reach with hands and arms.

Mental Application: Utilizes memory for details, verbal instructions, emotional stability, critical thinking, adaptability and creative problem solving skills are important.

Required Education and Experience:

High School diploma or equivalent required. Associates Degree preferred. A minimum of two years of comparable experience or a combination of education and experience may be considered.