Engineering Administrative Assistant

About the Pay

Note: The salary range listed ($23.96 - $28.45) reflects the TARGET HIRING RANGE only and does not represent the full employee pay range for this position.

About Central Arizona Project

Central Arizona Project (CAP) is a 336-mile system that supplies Colorado River water to central and southern Arizona. More than 6 million people rely on this supply. CAP employs nearly 500 people who enjoy a team-oriented and safety-focused work culture. The close community of a small company is driven to help fulfill our extremely valuable mission.

Compensation & Benefits Package includes:

• Competitive Salaries
• Arizona State Retirement System - Pension
• 401(k)
• Medical, Dental and Vision
• Life insurance, LTD, Short-term disability
• 4-10 (Mon-Thur) work schedule
• Option for part-time remote work
• Paid training & tuition reimbursement
• 9 paid holidays
• Paid vacation & sick time
• Wellness programs
• Benefits start right away
• Relocation benefits
• Significant training and development opportunities
• Public Student Loan Forgiveness eligible employer

About the Responsibilities

The Engineering Administrative Assistant performs a variety of administrative work required to meet the objectives of the Engineering, Power, and Water Operations departments. Such tasks include preparing, editing, formatting, and finalizing letters, memoranda, minutes, reports, forms, and other documents using automated/manual methods; processing incoming/outgoing mail; maintaining and updating files, records, documents, office supplies, etc. using automated/manual methods; scheduling and calendaring meetings using automated/manual methods. To review and process travel arrangements, expense reimbursements, and purchase card expenses. To maintain confidential information, determine appropriate priorities. Tasks also include administratively supporting the organization and delivery of CAP’s capital projects portfolio. In addition, this position schedules, organizes, and promotes departmental activities and events.

Some of the duties include:

1. Creates, prepares, edits, formats, finalizes and proofreads letters, memoranda, reports, forms, and other documents from draft and hand-written formats, and verbal instructions, as required by the department managers and staff. Attend department meetings and documents proceedings. Prepares outgoing mailings, sorts and routes departments’ incoming mail.

2. Answers phone, takes messages, and provides courteous reception for visitors. Responds to many varied requests for information, and/or directs to the appropriate personnel.

3. Creates, organizes, and maintains department-level files using automated/manual methods. Retrieves information from files as needed. Codes and transfers appropriate documents/records to Central Files. Controls confidential information related to departmental issues with discretion and professionalism. Acts as one of the department representatives for CAP's document management system.

4. Reconciles gas receipts with P-card transaction reports for all assigned department vehicles. Uses assigned P-card to support department administrative functions, such as ordering office supplies. Coordinates department credit card tracking and appropriate classification and approval signatures.

5. Maintains department office equipment. Calls for repairs as needed. Keeps inventory of Department office supplies and orders supplies when necessary. Tracks and renew professional memberships and publications. Maintains engineering conference room.

About the Qualifications

• Associate’s degree: OR equivalent combination of education, training and experience (which must include an additional two years of relevant experience plus a high school diploma or GED). Education and training may include formal education in courses such as communications, office technology, critical thinking, composition, customer service, proofreading and editing.
• Five (5) years related professional experience with increasing work complexity and management level support.
• Demonstrated advanced skills in the use of word processing software to produce business communications for internal and external use, using proper grammar and punctuation, sentence structure, and spelling.
• Demonstrated ability to use office technology, including word processing, internet, e-mail, electronic calendaring, presentation software, and spreadsheets.
• Trained or skilled in the operation of office equipment, and in the application of generally accepted technical office procedures and practices, time management and organization.
• Excellent developed interpersonal, tact, and diplomacy skills.
• Highly developed organizational and time management skills.
• Specialized skills, knowledge, and training specific to the functional department or group may be required.

Required Certifications or Licenses:

• A valid driver’s license and maintain a good driving record.

PREFERRED QUALIFICATIONS

• Microsoft Outlook certification
• Technical Department Experience
• Ability to understand basic technical aspects of engineering projects, operations and maintenance, and accurately capture technical information in meeting materials.
• Basic understanding of project scheduling concepts and/or the ability to learn scheduling tools (e.g., MS Project or similar).
• Certified Administrative Professional issued by the International Association of Administrative Professionals (IAAP)

Click HERE to see the full position description.

If you are experienced and highly skilled in the responsibilities of this job (mentioned above), have a team-focused positive approach to work, and are looking for a rewarding career with a stable organization in the Phoenix area, then we encourage you to apply online today! Your water, your future.