01/28/2022
The Administrative Professional provides high-level administrative support by handling information and work requests accurately, professionally, and in the most efficient manner to meet deadlines. This includes such clerical functions as preparing correspondence and reports, making travel arrangements, ordering supplies, answering phones, receiving visitors to the office, replying to email from clients, coordinating company social events, scheduling meetings, managing and contributing to social media, and updating databases with current and accurate information.
Detailed Work Activities:
- Use Microsoft Office Suite (Word, Excel, PowerPoint, Access, Outlook, OneNote, Publisher) to enter, access, and retrieve data, send business correspondence, and communicate professionally within the office and externally.
- Use Adobe Creative Cloud products such as Acrobat Pro, and general familiarity with Photoshop, InDesign, and Illustrator. .
- Operate computers and printers by inputting data for revision, editing, or integration into reports and correspondence.
- Perform typing and/or accurate data entry functions for extended durations. This includes typing from handwritten rough drafts and corrected copies.
- Learn to operate new office technologies as they are developed and implemented.
- Using team-oriented approach, plan, prioritize, and organize workload to assure consistent productivity and deadlines are met.
- Interpret and adhere to standards as outlined in the Administrative Manual, making recommendations for improvements that could be made in the standard procedures to the Operations Manager.
- Apply oral and written communication techniques to answer client, staff, or public inquiries and requests in person or by telephone, giving information to callers, taking messages, and transferring calls to appropriate individuals.
- Prepare routine correspondence as necessary, such as emails, faxes, and routine cover letters for documents.
- Perform general office duties such as scanning and copying, coordinating travel arrangements, maintaining office calendar, greeting guests, answering and routing telephone calls in a courteous and efficient manner.
- Research, prepare, submit, and maintain documentation for engineer licensing and renewals for Professional Engineer licensing by state, as well as Continuing Education Unit requirements and credits by state to prevent license lapse.
- Research, prepare, submit, and maintain organization memberships as requested.
- Prepare invoices, reports, memos, letters, and other documents using the office standard for word processing, spreadsheets, database and/or presentation software.
- Apply correct grammar, punctuation, and spelling to assure documents produced are complete, accurate, and conform to quality assurance office standards.
- Maintain inventory of office supplies and equipment to assure daily routines are not interrupted by lack of necessary resources.
- Organize and maintain electronic and paper office files and records, including archiving and retrieving documents, records, and reports as requested.
- Operate and maintain office equipment such as computers, printers, and copiers.
- Collate and/or bind printed materials to provide professional business reports and documents as requested.
- Other various duties as assigned in keeping with general office functions and requirements.
Knowledge Required:
- Administrative and clerical procedures and systems, such as typing, managing files, records, and databased, designing forms, and other office procedures and terminology.
- Strong command of the structure and content of the English language, including the meaning and spelling of words, rules or composition, and grammar.
- Computer hardware and software, including applications consistent with the computer software previously mentioned.
- Use and maintenance of office equipment including copiers, printers, fax machines, binding systems, and scanners.
- Knowledge of principles and processes for providing high quality customer and personal service.
