What are the responsibilities and job description for the Administrative Assistant position at Montgomery & Associates?
Montgomery & Associates (M&A) is seeking a proactive and detail-oriented Administrative Assistant to support both general office operations and our Health & Safety (H&S) Program at our Tucson corporate headquarters. This full-time, in-office role combines administrative support for our office administrator, H&S team, field operations and administrative managers, and project staff. The ideal candidate brings strong organizational skills, professional presence, and the ability to juggle multiple responsibilities in a dynamic, team-oriented environment.
Key Responsibilities
Office Administrative Support
- Open the office each morning at 8:30am and assist with end-of-day routines (lights, coffee, cleanliness, etc.)
- Perform light front desk duties: answer phones, greet and direct visitors
- Maintain a professional office appearance and assist with supply stocking
- Process incoming/outgoing mail and packages
- File and archive physical documents; scan, copy, shred, and recycle as needed
- Coordinate food orders and set up for in-office meetings or events
- Provide administrative support for weekly team meetings
- Support project managers with data entry and administrative tasks
- Complete other duties as assigned by office or department manager
Health & Safety Program Administrative Support
- Maintain and update H&S documentation, records, and internal databases
- Track employee training, certifications, and compliance deadlines
- Schedule and coordinate H&S training sessions, medical surveillance, and drug/alcohol testing
- Assist with internal/external H&S reporting
- Monitor and compile H&S metrics and assist with internal safety reporting
- Assist with administrative management of H&S equipment and vehicle registrations
- Provide general administrative support to the H&S team and project managers
Qualifications
- Warm, professional interpersonal and customer service skills
- Associate’s degree or equivalent experience
- 3 years of administrative experience in a fast-paced office environment
- Familiarity with H&S documentation is a plus
- Excellent organizational, time management, and communication skills
- Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint, Teams)
- Experience with online safety management systems (e.g., SiteDocs, ISNetworld) is a plus
- Ability to work independently and as part of a team
- Valid driver’s license
- Bilingual in English/Spanish is a plus
Physical Requirements
- Prolonged periods of sitting at a desk and working on a computer
- Ability to lift up to 15 pounds
Compensation & Benefits
We offer a competitive salary and a flexible, supportive work environment. Full-time employees (25 hours/week) are eligible for a generous benefits package, including:
- Medical, dental, and vision insurance
- Flexible spending account & health reimbursement account
- Life/AD&D insurance
- Long- and short-term disability
- Paid vacation, holidays, personal, and sick leave
- Paid parental leave
- Employer matching 401k retirement plan
- Training and professional development opportunities
About M&A
Since 1984, Montgomery & Associates has delivered practical water resource solutions grounded in scientific integrity, environmental responsibility, and respect for our clients and communities. We are independently owned and operated by practicing scientists with a commitment to a collaborative and fulfilling workplace culture.
Equal Opportunity Employer
M&A values diversity. All qualified applicants will receive consideration for employment without regard to race, color, national origin, ancestry, sex, gender identity or expression, age, sexual orientation, religion, disability, genetic information, marital status, veteran status, or any other protected status under applicable law.