Administrative Assistant

The Administrative Assistant is responsible for performing a wide range of clerical/administrative assignments and work independently without close supervision. The ideal candidate must be able to interact with people on all levels including managers, staff, and clients.

A successful candidate will be self-motivated with the willingness to learn and innately possess an attention to detail. The candidate will be trustworthy and punctual and have a positive attitude.

Duties

• Administering municipal review assignments, including keeping track of assignments as they are received, assigning review components to appropriate internal staff, compiling review snippets into a coherent letter, and making sure final review letter is returned to client on time.
• Administering construction projects through the bidding process. This includes coordinating advertisements in the local paper, acting as point person for prospective bidder questions, and completing contract documentation requirements.
• Supporting grant administration for engineering, planning, and construction projects, including reviewing and tracking payments, maintaining invoice and pay app databases, coordinating with LaBella’s accounting team, and MWBE database filtering, outreach, and tracking.
• Supporting grant applications, including drafting and circulating letters of support and entering applications into the online grant portals.
• Order office supplies as inventoried.
• Provide broad administrative support to staff including data entry, scanning, archiving, printing, and delivering files.
• Maintain conference rooms, copy machines and printers/plotters.
• Monitor visitor sign-in sheets.
• Coordinate with the building management for new hire setups and maintenance needs.
• Prepare and reconcile monthly credit card reports.
• Other general office duties as required.

Salary Range: $19.00 - $22.00 per hour

The specific salary offered may be influenced by a variety of factors including but not limited to the candidate's relevant experience, education, and work location.

Requirements

• Associate degree in secretarial science of business management or equivalent experience preferred but not mandatory.
• 1 to 3 years' experience in professional office with above average skills in Microsoft Word, Excel, PowerPoint, and Outlook (including mail merging, labels, tables, charting, and calendar management).
• The ability to work independently; be a self-starter with excellent anticipation, prioritization and follow up skills.
• Strong interpersonal, organization, and communication skills, including writing and digital file management skills.
• Attention to detail, proof reading, and accuracy is essential.
• Position is fully in the office 20 hours / week with the opportunity to increase hours in the future.
• Must be responsible and dependable.
• Experience in the architectural/ engineering industry is preferred.
• Public notary a plus, but not required.