Administrative Assistant

Overview

The Administrative Assistant is responsible for handling project documentation and correspondence in support of one or more managers. Additional responsibilities include, assisting members of the team in completing accounts payable, administrative and business tasks.

Essential Job Duties & Responsibilities

• Answers incoming telephone calls and forwards calls to appropriate personnel.
• Takes thorough written messages and delivers messages in a timely manner or transfers calls to voice mail when appropriate personnel are unavailable.
• Keeps a current record of staff members' whereabouts and availability.
• Answers questions about organization and provides callers with addresses, directions, and various other information as needed.
• Read and analyze incoming memos, letters, and reports to determine their significance and distribute appropriately.
• Prepares FedEx shipments online and prepares outgoing mail.
• Input Invoice in accounting system.
• Match invoices to corresponding purchase orders.
• Contact vendors to resolve discrepancies, request information or clarify billing issues.
• Audit and process credit card bills.
• Edits, copies, and prints documents and construction communication.
• Assists with obtaining and organizing project close-out documents.
• Prepare agendas for meetings and make arrangements, such as coordinating catering for luncheons, for committee, and other meetings.
• Assists with additional administrative tasks as assigned by supervisor.
  
  

Qualifications

• Proficiency in Microsoft Office (Word, Excel, and Outlook) and Google/Gmail (Sheets, Docs, Calendar).
• Must be able to read, write, and clearly speak English.
• Professional demeanor and appearance.
• Detail oriented and able to prioritize tasks without guidance.
• Punctual and strong attendance.
• Strong interpersonal skills with a positive attitude and friendly disposition.
• Work is performed primarily in a standard office environment with public contact and frequent interruptions.
  
  

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Education/Experience:High school diploma or general education degree (GED); three years of clerical experience and training in customer service preferred.

Physical Requirements: (Each to have one of the following based on the position: Never, Rarely, Occasionally, Constantly)

• Remaining in a stationary position, often standing or sitting for prolonged periods: Constantly
• Moving about to accomplish tasks at a worksite or moving from one worksite to another: Occasionally
• Moving self in different positions to accomplish tasks in various environments, such as stooping, kneeling, or crouching: Occasionally
• Adjusting, moving and lifting objects in all directions: Occasionally
• Talking and hearing to communicate with others:Constantly
• Seeing to perform job duties at close range, such as monitors or screens: Constantly
• Seeing to perform job duties at a distance, such as driving or operating equipment: Rarely
• Repeating motions that may include the wrists, hands and/or fingers: Constantly
• Ascending or descending ladders, stairs, scaffolding, ramps, poles and the like: Never
• Operating machinery and/or power tools: Never
• Operating motor vehicles or heavy equipment: Never
• The ability to travel regionally or nationally:Rarely
  
  

Physical Demands

• Sedentary work that primarily involves sitting/standing: Constantly
• Light work that includes moving objects up to 20 pounds: Occasionally
• Medium work that includes moving objects up to 50 pounds: Never
• Heavy work that includes moving objects up to 100 pounds or more: Never
  
  

Working Conditions

• Low temperatures: Never
• High temperatures: Never
• Outdoor elements such as precipitation and wind: Rarely
• Noisy environments: Never
• Hazardous conditions: Never
• Shift work, to include overnight work: Never
• Frequent overtime, including weekends: Rarely
• Office environment: Constantly
  
  

Pave America and it's companies offers a comprehensive, competitive, and inclusive set of health, financial and other benefits that support your total well-being.

We are an Equal Opportunity Employer and comply with OFCCP regulations. All qualified applicants will receive consideration for employment without regard to sex, race, color, age, national origin, religion, physical and mental disability, genetic information, marital status, sexual orientation, gender identity/assignment, citizenship, pregnancy or maternity, protected veteran status, or any other status prohibited by applicable national, federal, state or local law. Pave America and it's companies promote a drug-free workplace. We will consider for employment qualified applicants with a criminal history in a manner consistent with the requirements of applicable laws regarding criminal background inquiries. In compliance with OFCCP requirements, we invite applicants to voluntarily self-identify their gender, race, and veteran status. Submission of this information is voluntary and refusal to provide it will not subject you to any adverse treatment.