Administrative Assistant - Dixon, United States - Willett, Hofmann & Associates

Description

Our Dixon, Illinois office is currently seeking a part-time Administrative Assistant to perform a variety of administrative and clerical tasks.

• Produces, edits, reviews for format, wording, proper grammar & accuracy for letters, memos, and correspondence on engineering topics such as engineering agreements, reports, studies, ads, proposals, specifications, tables, contracts, forms and all other business typing as requested by all office personnel.
• Screens incoming telephone calls, visitors, and incoming correspondence; personally responds to requests for information concerning office procedures; determines which requests should be handled by the supervisor, appropriate staff member, or other offices.
• Open, sort, and distribute incoming correspondence, including faxes. Prepares outgoing packages for shipment.
• Maintains project records database and dead file system.
• Schedules continuing education classes and seminars, along with making travel arrangements.
• Prepares and updates company Statement of Qualifications (SOQs), Resumes and Project Descriptions at the direction of managers.
• Assist President and /or Office Manager with various office projects.
• Assist in the project bidding process, review of specs for accuracy, advertise projects, post projects on QUEST Website, keep plan holders list accurate and updated, upload plans and addenda to QUEST and, prepare bid tabs, contractor contracts, review preconstruction meeting notes and prepare blank pay request forms.
• Assist office personnel with any and all tasks and projects.
• Keeps storage/copy room, lobby, and kitchen neat, clean and uncluttered.
• Inventory and order all supplies along with tracking purchase orders and costs for office expenses.
• Operate, refill supplies for and troubleshoot all office equipment.
• Review scanned documents for completeness and rescan items if necessary.
• Create requested file folders.

• Minimum of High school diploma; additional qualification as an Administrative Assistant or secretary will be a plus.
• Ability to work independently on projects as well as within a team atmosphere.
• Strong organizational skills with the ability to multitask.
• Excellent written and verbal communication skills.
• Attention to detail and problemsolving skills.
• Work well under pressure.
• Ability to multitask.
• Proficiency in MS Office (Microsoft Word, Excel, Publisher)

• Paid time off

• 4 hour shift
• Day shift
• Monday to Friday