| Summary The Administrative Assistant provides a range of administrative support. The incumbent provides high-quality, timely, efficient and effective services, including entering and reporting data, and carrying out document and records management Primary - Provide daily general administrative support
- Enter data related to service line transactions and activities into system (e.g. time entry, procurement, contract administration)
- Carry out quality control of data entry (e.g. for monthly expenses, time-entry reporting, accounts payable, progress payments)
- Support service billing activities (e.g. prepare documentation, validate and ensure monthly follow-up for service level arrangements)
- Carry out document and records management (electronic and hard copy filing, archiving)
- Process accounts payable and other financial transactions (e.g. vendor payments, change orders, expense claims, journal entries)
- Perform receptionist duties, as required
Other - Prepare tables and reports in support of business management activities (e.g. aging, profit and loss, monthly recoverable contracts, time entry)
- Take and prepare minutes of monthly staff meetings
- Participate in year-end activities (e.g. prepare year-end financials, set up files and databases for new fiscal year, archive files)
- Maintain training records
- Prepare purchase orders, as required (e.g. for office supplies, furniture, service contracts)
- Coordinate preparation of human resources documentation, as required
- Other duties as assigned
General and Specific Knowledge - Administrative best practices
Formal Education and/or Certification(s) and Experience - Minimum: high school diploma with two years’ relevant experience, or the equivalent
Abilities - Use applicable computer software and operating systems
- Demonstrate attention to detail
Development and Leadership - Provide occasional functional guidance to employees
Working Conditions - Typical office environment with occasional travel
- Some work may be located on construction sites; incumbent may occasionally be required to wear basic safety equipment
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