Administrative Assistant

Job Description

Dewberry is currently seeking a detail-oriented Administrative Assistant to support the Transportation Business Unit in Owings Mills, Maryland. The individual selected for this role will report directly to the Deputy Business Unit Manager and Department Managers to support the function and operation of approximately 30 professionals. While this role requires in-person work from the Owings Mills, MD office, telework/remote work is available and will be discussed with the applicant. Work responsibilities will be diverse, require strong communication and collaboration skills, and will include functions such as project account set-up, financial report creation, submission of progress reports and invoices, proofreading, project document support, and overall office administration. Specific responsibilities expected and qualifications of the applicant are outlined below.

Dewberry is a leading, market-facing professional services firm with more than 60 locations and 2,500 professionals nationwide. What sets us apart from our competitors are our people. At Dewberry, we seek out exceptional talent and strive to deliver the highest quality of services to our clients. Whether you’re an experienced professional or a new graduate, you’ll have the chance to collaborate with the best and brightest and work on innovative and complex projects at the forefront of the industry. Our commitment to excellence stems from our personal integrity and from other defining attributes, which we call “Dewberry at Work,” that have inspired our employees to be successful for more than a half-century.

Administrative

Responsibilities

• Handle sensitive information with complete discretion
• File and archive both electronic and hard copy project-related documents
• Order office and breakroom supplies
• Receive and distribute incoming mail, prepare and package outgoing mail, including project related correspondence and deliverables
• Create and distribute meeting invitations and event coordination (arrange food and beverage services)
• Assist with travel arrangements and event registrations
• Track proposals and change orders using internal software
• Other administrative duties as required
  
  

Financial

• Coordinate with the accounting team to prepare and compile invoices
• Assist with financial management including contract and project set up, tracking contract and project budgets, reviews, and project close-out requests
• Coordinate with subconsultants and joint-venture partners to confirm timely invoice submissions.
• Track outstanding invoices and payment status
• Assist project managers with progress reports, project reallocation request letters, invoices and payment applications
• Process subconsultant agreements and invoices
• Generate and distribute standardized financial reports (monthly, quarterly, or as needed)
  
  

Required Skills & Required Experience

• Bachelor’s degree preferred
• Minimum of 6 years of bookkeeping/accounting experience required
• Expert level knowledge of Microsoft Office products including MS Word, MS Excel, MS PowerPoint, MS Outlook and Adobe Acrobat required
• Strong mathematical skills for accounting and financial reporting is required
• Maryland Notary license is desired
• Experience working with Engineering or Architectural firm(s) is desired. Experience with Maryland Department of Transportation Modals would be a benefit.
• Must possess the ability to create improved work efficiencies through application of technology
• Must be service oriented and flexible with a “can do” attitude
• Must be able to organize and prioritize workload as needed to meet schedules
• Must be proactive, take initiative, and retain information to complete repeated actions on a regular basis
  
  

The salary range for this position is $62,038 - $79,763.

• At this time, Dewberry will not sponsor a new applicant for work authorization.
• Dewberry is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status, gender identity or sexual orientation.
• Recipients of an offer of employment from Dewberry will be required to submit to a background screening which may include, but is not limited to, employment verification, educational and other credential verification, driving record check, criminal background check, and an investigative consumer report. These screenings will be conducted by Dewberry’s background vendor of choice and will be conducted in compliance with all applicable federal, state, and local laws.