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Administrative Assistant

Education: High school diploma or equivalent required. An Associates in Arts Degree is preferable but not required.

Experience: Five (5) years of progressively more responsible administrative assistant experience in a professional office environment is required.

Position Summary 

This position is responsible for the coordination and successful completion of all administrative support activities for the Engineering and demands the ability to work effectively in a fast-paced environment while consistently prioritizing tasks in order to meet deadlines.  This position requires the ability to build effective working relationships with MDX employees, as well as consultants and external vendors, in order to efficiently and effectively complete assignments. 

Essential Duties 

Ø  Assist all members of the Engineering Department with calendar management, making travel arrangements, preparation of travel claims for reimbursement, ordering of office supplies and providing general administration.

Ø  Continuously  track and update work program and operational budgets throughout the fiscal year.

Ø  Coordinate the processing of Task Authorizations (TA), Work Orders (WO) and contracts for the Engineering Department.  Assist with TA preparations, monitoring and closures.  Review, track and route to appropriate approvers all invoices.  Review all capital and operating invoices / TAs against budget and advise approvers of instances in which budget is insufficient.  Ensure all  TA’s for the general engineering consultants are finalized at the end of the fiscal year.

Ø  Ensure all signed and executed documents such as TAs, WOs, Contracts, Staff Requests, etc. are routed back to both Project Managers and the Procurement Department.

Ø  Ensure proper review and handling of documents such as TAs, WOs, Invoices, Contracts, etc. for year-end closeouts.

Ø  Review all Contract Staff Requests / Wage Rate Lists to ensure proper billing rates per the contracts.

Ø  Help prepare and process all purchase orders.

Ø  Assist in obtaining quotes for purchases of goods and services, as needed.

Ø  Determine office supply needs and submit orders for the department.  Monitors and ensures expenses are within established budget.

Ø  Read and screen incoming correspondence,  and route appropriately.

Ø  Take and distribute meeting minutes.

Ø  Management of department files (both hard copy and electronic) in order to facilitate efficient archiving and retrieval.

Ø  Support the engineering department by regularly formatting and/or editing letters, reports, presentations or various other types of communication/correspondence. May also develop business documents from information provided with minimal guidance.

Ø  Assist the Executive Assistant/Board Secretary with the organization of agendas for monthly Board of Directors’ Meeting, as needed.

Ø  Update and maintain work logs for the department.

Required Education and Experience

Ø  High school diploma or equivalent required. An Associates in Arts Degree is preferable but not required

Ø  Five (5) years of progressively more responsible administrative assistant experience in a professional office environment is required.

Ø  Basic knowledge of construction preferred.

An equivalent combination of training and experience that provides the required skills, knowledge and abilities for this position may be considered.

Some of the offered benefits:  Health, Dental, Life, Short/Long Term Disability, Paid Holidays, Vacation/Sick accrued time, Florida Retirement System, and more.

Description Download: Current File: Admin_Assistant.pdf (121 KB) - Updated 09/14/2022 at 02:06:24 PM

Salary:  $55,000 - $65,000 Yearly

Contact: HR Manager

Closing Date: 10/14/2022

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