What are the responsibilities and job description for the Administrative Assistant position at Veenstra & Kimm Inc?
Position Overview:
The Administrative Assistant is the first point of contact for municipal clients and contractors and must be comfortable and willing to work in a fast-paced environment.
Main Duties and Responsibilities:
- Answer all incoming main line phone calls, greet clients when they visit the office
- Order supplies for the office
- Responsible for compilation and submittal of proposals for Illinois Department of Transportation, Illinois Capital Development Board, Illinois Secretary of State, City of Springfield, and any other proposals that V&K may pursue
- Responsible for compilation and submittal of prequalification for Illinois Department of Transportation, Missouri Department of Transportation, Nebraska Department of Transportation and Illinois Capital Development Board, while maintaining complete confidentiality for sensitive information
- Responsible for compilation and submittal of numerous renewals related to maintaining compliance with State, County and Municipal agencies
- Administratively support engineers and staff by composing, proofreading, and printing various documents
- Work with marketing on proposals
- Work with accounting on prequalification while maintaining complete confidentiality
- Work with human resources as needed with new hires/interns
- Assist with monthly billings as needed
Requirements:
- High school diploma (or equivalent) - required
- Two years (2) prior administrative office experience - preferred
- Prior experience in the construction, engineering, environmental and/or architecture fields – preferred
- Effective communication skills, both written and verbal
- Advanced knowledge of Microsoft Office Suite
- Prior experience with InDesign, PDF viewer and editor preferred
- Ability to think critically and solve problems
- Ability to work independently and with a team in a dynamic environment
- Ability to multitask and maintain efficiency
- Enthusiasm for collaboration and learning.
Physical Demands and Work Environment:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing all the duties of the job, the employee is regularly required to use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee frequently is required to walk and sit. The employee is occasionally required to stand; climb or balance; and stoop, kneel, or crouch. The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, color vision, depth perception, and ability to focus. Some travel may be required.
The work environment characteristics described here are representative of those an employee may encounter while performing the essential functions of this job.
Indoors with regular office conditions. The noise level in the work environment is moderate.
Equal Employment Opportunity/Affirmative Action Employer