Administrative Assistant-Engineering

Engineering/Facilities Department Administrative Assistant

The Engineering/Facilities Department Administrative Assistant provides crucial administrative, clerical, and organizational support to Engineering staff and management handling responsibilities such as scheduling, managing documentation, preparing correspondence and reports, processing requisitions, and acting as a point of contact for internal and external inquiries to ensure smooth operations within the department.

Responsibilities:

• Data entry of all purchase requisitions.
• Looking up items in computer to cross-reference number with description; then input information to create requisition.
• Process work requests, assign the work out and distribute to proper person.
• Open mail and distribute.
• Send mail.
• Forward all documents that require signature to Manager of Engineering and handle when complete.
• Prepare and record vacations, and time off request.
• Keep and update files of all employees in department.
• Typing and filing of all correspondence.
• Receiving of merchandise, receive and file all receiving worksheets, match up worksheets with packing slips or invoices, check quantities received and mark on worksheet, run report, and forward to Accounts Payable.
• Must be able to troubleshoot problems.
• Handle all payroll problems and refer them to payroll.
• Order all office supplies.
• Perform other duties and responsibilities as required.

Qualifications:

• Strong computer skills including knowledge of Windows, Word, Excel.
• Organized, self-motivated, excellent customer service skills, attention to detail, making daily decisions.
• Must be able to read and write for daily paperwork.
• Ability to deal with different people and different situations.
• Must have basic knowledge of data entry.
• Must be able to track documents and use a photocopier/fax machine.
• Knowledge of all payroll policies.
• Ability to speak on the radio.
• Constantly sits, twists, writes, hears, fingers, handles, speaks, uses wrist motion and hand/eye coordination while performing secretarial duties; answering phones, typing, copying, responding to executive requests.
• Frequently stand, pulls, pushes, bends, lifts, handles, reaches, and fingers while filing handling documents and files up to 5 lbs.
• Constant hearing, listening, speaking, communicating with executives, and employees.
• Constant mental alertness required to achieve high level of accuracy and efficiency.
• Occasionally walks distances up to 1000 ft.
• Minimum age requirement is 21.

Education and/or experience: GED or High School Diploma

Mathematical skills: Basic math skills

Language skills: Must be able to speak and understand English.

Work environment: Working indoors in a climate controlled environment. Tile surfaces. Some moderate noise, dust, and odors. Working well with others and alone.

Disclaimer: This is not an exhaustive list of all responsibilities, requirements and skills. Leadership reserves the right to revise the job or to require that different tasks be performed as necessary.