Administrative Assistant - Missoula, United States - DJ&A

Description

Job Description

Job Description

Administrative Assistant – Missoula, MT

About DJ&A

DJ&A is a multidisciplinary consulting firm that delivers a wide variety of professional services to clients across the nation. Specializing in Transportation Design, Survey & Mapping, Sustainability, Site Development and Utilities, Construction Inspection/Management, Geospatial Solutions, Terrestrial LiDAR, 3D Scanning, Structural Design, Project Management, Community Involvement, Right of Way, and Environmental Compliance, we perform work in some of the most beautiful locations; National Forests, National Parks and Monuments, campgrounds and other recreational facilities, and other federal lands throughout the United States. DJ&A's unique and interesting projects create well-rounded employees, promote career development, and provide opportunities to visit these beautiful locales

Founded in 1973 by two former U.S. Forest Service employees who saw a need for a company that uniquely understood Forest Service projects, DJ&A has continued to grow and expand over the last 49 years by embracing the values of our founders. Today, we have a team of 120+ skilled professionals spanning across offices in Missoula, MT (headquarters); Bozeman, MT; Vancouver, WA; Denver, CO; and Sioux Falls, SD.

Job Summary

DJ&A is seeking a full-time Administrative Assistant with 3+ years of relevant experience performing office administration responsibilities. This position provides administrative support to a friendly and supportive team of staff members and senior leadership in the Missoula headquarters location, and its regional offices. The Administrative Assistant is the first point of contact for clients visiting and calling the office and must provide excellent customer service It also serves a key role of being the face of DJ&A and will be a valuable and trusted go-to resource. May assist project managers, human resources, and accounting with administrative tasks.

Primary Duties and Responsibilities

Office Administration

• Greets clients and visitors in person and by phone and routes incoming calls and messages.
• Provides support to staff members including preparing electronic documents, copying, binding, shipping, scanning, and filing. Processes incoming and outgoing mail and packages.
• Coordinates and maintains business insurance quotes, renewals, and insurance certificates.
• Reviews and renews state registrations, business licenses, and annual reports for the company and individual professional licensures for professional staff members.
• Tracks company vehicles, registrations, mileage logs and auto insurance.
• Updates company profiles and statistics as required in government databases and other client compliance requirements.
• Plans and coordinates company meetings and events and occasionally prepares travel arrangements.
• Tracks and orders office supplies and uses a company vehicle to run errands as needed.
• Assists with employee benefits enrollment and updating employee handbook.
• Assists safety leader with safety manual updates, forms, and incident claims.
• Coordinates building and grounds cleaning, maintenance, landscaping and snow removal with vendors.
• Maintains company and vehicle equipment contracts and requests service maintenance as needed.
• Maintains company Outlook calendar for PTO, meetings, birthdays, conference room and company vehicle reservations.
• Assists project managers with administrative project management support when needed.
• Prepares for weekly staff meetings, client meetings and other meetings as needed.
• Record and distribute meeting notes and minutes.
• Prepares posters, marketing materials, and presentations.
• Performs other duties as assigned.

Required Skills and Abilities:

• Proficient in MS Office and familiarity with Microsoft Teams.
• Proficiency with Adobe Photoshop, Adobe Illustrator, Adobe Pro, and InDesign is preferred.
• Notary Public in the State of MT is a plus.
• Excellent written and verbal communication skills.
• Excellent planning, organizational, multi-tasking, problem-solving, and communication skills.
• Independent, self-motivated, results-oriented, and dynamic.
• Ability to work under tight deadlines and with geographically dispersed teams.
• The ideal candidate will have a flexible "can do" attitude and seeks out opportunities to support team members.
• Must be able to maintain confidentiality when working with sensitive employee or business information.

Education and Experience:

• High school diploma or equivalent. Associates degree or job-related certifications are a plus.
• Three years of relevant office administration experience.
• Accounting, human resources, and project management support experience is a plus.

Physical Requirements:

• Prolonged periods sitting at a desk and working at a computer.
• Must be able to lift up to 15 pounds at times.
• Must be able to drive a company vehicle.

Salary and Benefits

• Wage commensurate with qualifications and experience.
• Medical, dental and vision benefits (High deductible health plan monthly medical premiums fully paid).
• Long-term disability and life insurance.
• Health Savings Account (HSA) or Flexible Spending Account (FSA) with annual company deposit.
• Roth and 401(k) retirement accounts.
• Profit sharing and bonus plan.
• 9/80 work schedule.
• Paid time off and holidays.
• Professional licensure reimbursement.
• Professional development training.
• Friendly, supportive, knowledgeable staff and culture

Instructions to apply: Please submit a cover letter and resume.Office Location: Missoula, Montana

DJ&A is proud to be an Equal Employment Opportunity (EEO) employer. We do not discriminate based upon race, religion, color, national origin, sex (including pregnancy, childbirth, reproductive health decisions, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, genetic information, political views or activity, or other applicable legally protected characteristics. You may view our Equal Employment Opportunity notice here and Supplemental EEO notice here.

DJ&A is committed to providing reasonable accommodations for qualified individuals with disabilities and disabled veterans in our job application procedures. If you need assistance or an accommodation due to a disability, you may contact us at .

DJ&A Office hours are 7am to 5pm with an hour lunch. The work schedule is a 9/80 where the position has every other Friday off.