Administrative Assistant

Position Description:

Administrative assistants manage and distribute information within the construction site office. This generally includes answering phones, taking notes, and maintaining construction documents and files.

Position Qualifications:

• Ability to read and comprehend simple instructions, short correspondence, and memos. This includes the ability to write simple correspondence.
• Effectively presents information in one-on-one and small group situations to customers, clients, and other employees of the organization.
• Willingness to take direction and follow instructions. Requires the ability to carry out detailed but uninvolved written or oral instructions.
• Ability to deal with problems involving a few concrete variables in standardized situations.
• Willingly asks questions and implement new and more effective procedures to document control and management.
• Works collaboratively with others and fosters a positive work environment related to teamwork.
• Understands and meets quality standards.

Essential Duties:

• Reads and routes incoming mail. Locates and attaches appropriate file to correspondence to be answered by employer. Prepares outgoing mail and correspondence, including e-mail and faxes.
• Takes dictation in shorthand or by machine and transcribes notes on typewriter or computer or transcribes from voice recordings.
• Composes routine correspondence.
• Organizes and maintains operational file system and files correspondence and other records.
• Answers and screens manager's telephone calls and arranges conference calls.
• Coordinates manager's schedule and makes appointments.
• Arranges and coordinates travel schedules and reservations.
• Coordinates and arranges meetings, prepares agendas, reserves, and prepares facilities, and records and transcribes minutes of meetings.
• Makes copies of correspondence or other printed materials.
• Orders and maintains supplies and arranges for equipment maintenance.
• Prepares source data for computer entry by compiling, processing customer and account source documents. This includes entering customer and account data.

Physical Work Classification & Demands:

• Light Work. Exerting up to 25 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects.

• The individual in this position will periodically walk, kneel, sit, crouch, reach, stoop, read/see, speak, push, pull, lift, stand, and finger/type. The frequency of each action varies by workflow and office activity.

• Walking - The person in this position needs to occasionally move about inside the office to access file cabinets, office machinery, boxes, cabinets, etc.

• Constantly operates a computer and other office machinery, such as a calculator, copy machine, phone, computer, and computer printer.

• The person in this position frequently communicates with employees and external stakeholders regarding a variety of topics related to office administration.

• Constantly computes, analyzes, and conceptualizes mathematical calculations and formulas.

• Constantly reads written communications and views email submissions.

• The person in this position regularly sits in a stationary position in front of a computer screen.

• Visual acuity and ability to operate a vehicle as certified and appropriate.

• Rarely exposed to high and low temperatures

• Rarely exposed to noisy environments and outdoor elements such as precipitation and wind.

Benefits:

Hensel Phelps provides generous benefits for our full-time employees. This position is eligible for company-paid medical insurance, life insurance, accidental death & dismemberment, long-term disability, 401(K) retirement plan, and our employee assistance program (EAP). Hensel Phelps also believes in the importance of taking time to recharge. As a result, employees are eligible for paid time off beginning upon hire.