What are the responsibilities and job description for the Administrative Assistant II position at Finley Engineering Company Inc.?
Position Summary: Responsible for performing specialized high-level administrative duties including invoicing, reporting, communication, and general office responsibilities to provide support to ensure efficient business operations.
Responsibilities:
• Operate office equipment such as fax machines, copiers, and phone systems, and use computers for spreadsheet, word processing, database management, and other applications.
• Perform general office duties such as order supplies, make copies of correspondence, and other printed material.
• Maintain paper and electronic filing systems for records, correspondence, and other material.
• Prepare reports and other documents, using word processing, spreadsheet, database, or presentation software.
• Work closely with various work groups on contract related tasks using a Contract Intake System.
• Maintain accurate records and documentation related to contracts.
• Enter & update firms in VantagePoint.
• Work with contractors to get them on the bidders list.
• Create, update and maintain the bidders list.
• Participate in and help coordinate the bid process between the Client and Contractor.
• Assemble contracts, send them out for signature, and monitor them through the execution & approval processes.
• Run construction inventory reports
• Prepare progress reports for Construction
• Process construction invoices
• Prepare contract close-outs
• Perform other related duties, as assigned.
Education: High School diploma or equivalent.
Experience:
Required:
• 3 years of experience in administrative roles.
• Advance general and accounting administrative skills.
• Excellent organization skills, strong attention to detail, effective communication skills, and ability to handle multiple tasks.
• Good interpersonal skills and professional etiquette.
• Must be dependable and willing to provide support to any position in the company, as requested.
Preferred:
• Prior experience with contracts.
Physical Requirements and Environmental Factors:
• Work is primarily computer work, and most assignments are performed in an office type environment.
• Flow of work involves receiving assignments from multiple people and the ability to complete assignments for multiple projects while meeting required deadlines. This will require prioritization skills and possible work after normal business hours on short notice.
• Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
• While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; taste or smell.
• The employee must occasionally lift and/or move up to 25 pounds.
Work Location: Slayton, MN Finley Office.
Travel: None
Qualified candidates must be legally authorized to be employed in the United States. Finley Engineering does not intend to provide sponsorship for employment visa status for this employment position.
