Job Title: Administrative Assistant

Department: Base Operations & Maintenance

Job Summary:

This position provides support to the Project Work Order office and uses some subject-matter knowledge and judgment to complete assignments consisting of numerous steps varying in nature and sequence. Admin Assistant selects from alternative methods and refers to problems not solvable by adapting or interpreting substantive guides, manuals, or procedures. Typical duties include assisting in a variety of administrative matters; maintaining a wide variety of financial or other records (stored both manually and electronically); verifying statistical reports for accuracy and completeness; compiling information, and handling and adjusting complaints.

Supervisory Responsibilities:

• None

Duties/Responsibilities:

• Prepare communications, such as memos, emails, invoices, reports, and other correspondence

• Write and edit documents from letters to reports and instructional documents

• Create and maintain filing systems, both electronic and physical

• Manage accounts and perform bookkeeping

• Provides administrative support to ensure efficient operation of the office

• Answers phone calls, schedules meetings, and supports visitors

• Carries out administrative duties such as filing, typing, copying, binding, scanning, etc

• Completes operational requirements by scheduling and assigning administrative projects and expediting work results

• Makes travel arrangements for senior staff such as booking flights, cars, and hotel or restaurant reservations

• Exhibits polite and professional communication via phone, email, and mail

• Supports team by performing tasks related to organization and strong communication

• Develops administrative staff by providing information, educational opportunities, and experiential growth opportunities

• Ensures operation of equipment by completing preventive maintenance requirements, calling for repairs, maintaining equipment inventories, and evaluating new equipment and techniques

• Provides information by answering questions and requests

• Maintains supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies

• Contributes to team effort by accomplishing related results as needed

• Assist in the coordination of administrative functions, including a budget, personnel, meetings, and clerical duties

• Research and collect information

• Assist with all budget activities, including accounting

• Help implement new programs, procedures, methods, and systems

• Conduct fiscal reviews, surveys, and collect information on administrative matters

• Maintain meeting minutes

Required Skills/Abilities:

• Proficient written and oral communication skills according to skill requirements

• Possess strong computer skills, able to read, write, and comprehend written instructional documents

• Ability to function well in a high-paced and at times stressful environment

• Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals.

• Ability to compute rate, ratio, and percent and to draw and interpret bar graphs

• Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume

• Ability to apply concepts of introductory algebra and geometry

• Proficient Microsoft Office productivity suite

Education and Experience:

• High school diploma or equivalent

• At least three years of related experience required

• Government contract experience preferred

• General knowledge of fleet maintenance and operation preferred

Physical Requirements:

• Prolonged periods of sitting at a desk and working on a computer

• Occasional periods of prolonged exposure to loud noises

• Ability to lift up to 25 pounds at times

• Ability to stand, walk, reach with arms and hands as necessary

• Ability to hear and see to position and safety requirement levels

• Occasional exposure to elements such as heat, cold, noise, dust, dirt, and chemicals

Special Qualifications/Requirements:

• Must be able to successfully pass as required a federal, state, or local government's background investigation

• Valid state driver's license

Disclaimer:

The duties and responsibilities described are not a comprehensive list and that additional tasks may be assigned to the employee from time to time; or the scope of the job may change as necessitated by business demands.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)

Job Description last updated: 04/13/2022