Bilingual Administrative Assistant II

Summary

The Administrative Assistant II provides clerical and administrative support to an upper-level manager within the Company.  May provide additional support for general administrative processes that improve efficiencies within the Department or Region.

Roles and Responsibilities

The Administrative Assistant II will perform the following duties in a safe, productive, and effective manner: 

• Performs general clerical duties including but not limited to filing, mailing, faxing, photocopying, typing
  • Maintains hard and electronic files
  • Handles confidential materials and documents in a professional and discreet manner
• Schedules appointments and updates calendars for manager(s) within area of responsibility
  • Assists with coordination of travel arrangements for manager(s) 
  • Sets-up and coordinates meetings and conferences
• Answers phone(s) promptly and in a professional manner  
• Assists managers and co-workers with tracking of Time-Off Benefits 
• May provide assistance with entering time and/or resolving payroll data entry problems
• May provide clerical support related to departmental processes including but not limited to: 
  • Typing correspondence 
  • Pulling reports, bid bonds, preconstruction documents, etc. 
  • Issuing field checks
  • Tracking fuel cards
  • Coding and tracking invoices
  • Assisting with recruitment
• May order and maintain office supplies for department (and other areas as assigned i.e kitchen and bathroom supplies)
• May assist with tracking building maintenance issues
• Assists with activities related to co-worker recognition/appreciation such as ordering event tickets or flowers, sending cards, etc.
• May interface with outside vendors such as equipment repair companies, staffing agencies, etc. 

Requirements

• High School diploma or equivalent, and five years of prior administrative support experience; or seven years related experience
• Proficient with Microsoft software programs such as Word, Excel, Outlook, and PowerPoint

The following competencies are needed to successfully perform this job:

• Ability to write reports, business correspondence, and procedures 
• Ability to listen to and/or read and comprehend instructions; ability to read and comprehend correspondence and memos 
• Strong writing and verbal skills
• Ability to effectively present information and respond to questions in one-on-one and small group situations with co-workers and clients
• Ability to calculate mathematical figures using addition, subtraction, multiplication and division and apply concepts such as fractions and percentages
• Must possess strong customer service skills 
• Must be willing to work with others and be a part of a team
• Must possess good listening skills 
• Must be able to prioritize work and utilize strong organizational skills
• Ability to maintain confidentiality
• Ability to solve practical problems and deal with a variety of variables in situations where only limited standardization exists
• Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form
• Ability to define problems, collect information, establish facts, and draw valid conclusions
• Ability to recognize and create organizational tools that enhance processes and procedures