Administrative Office Assistant (AK)

08/021 ADMINISTRATIVE OFFICE ASSISTANT

 

Location:

Anchorage, AK

 

Primary Function:

Responsible in assisting the Office Manager for completion and follow-through on administrative processes and issues relating to projects and office management. 

Perform various clerical and administrative tasks, such as filing, typing, data entry, correspondence and other duties as assigned. Will assist, initiate, facilitate, and provide quality assurance of deliverables, proposals, and various procedural guides (such as internal “policies and procedures,” implementation documents, etc.). 

 

TYPICAL DUTIES: (including but not limited to)

 

1. Serves as an assistant to departments, other corporate offices, and board of directors; coordinates guests, clients and visitors meetings and responds to requests for information and assistance as required by the supervisor and other team members. 

2. Provides administrative support services to the Office Manager and other staff including word processing; creating and maintaining both electronic and hard copy files; and assisting in preparing special materials for presentations and ensures that administrative needs for projects are met in a timely manner.

3. Assists in the planning, coordinating and, scheduling of construction contracts to ensure the goals and objectives of the projects are accomplished within the prescribed time frame and funding parameters. 

4. Assists in the planning and organization of office operations including workspace assignment and layout; manages maintenance activities relating to organization's physical property.

5. Manages, monitors, purchases, organizes, and maintains appropriate inventory level of office supplies and equipment including hardware and software.

6.Ensures smooth operation of equipment and related office machinery; distributes and inventories staff keys/cards/security codes and systems.

7. Drafts and edits letters, reports, brochures, memos, proposals, procedures, and other various weekly, monthly, quarterly, and annual job to date reports etc., as assigned by supervisor and other staff.

8. Assists with documentation completion and provide staff assistance on priority items and deliverables.

9. Interacts with the Human Resources Department in California; assisting in the hiring processes and compliance of Alaska employees.

10.  Coordinates certified payroll reports for projects, review, and submission to appropriate point of contacts.  Collects, reviews, copies, files and submits department time sheets every Friday. 

11.  Processes bills for payment; takes corrective action when budget/receipt discrepancies occur.

12.  Interfaces with Contracts Compliance dept to ensure accurate contracts administration, and ensures safety and security standards; coordinates with IT dept to provide new hire equipment.

13.  Perform additional assignments per supervisor’s direction.

 

SKILLS, KNOWLEDGE, QUALIFICATIONS AND EXPERIENCE

The ideal candidate will demonstrate/possess outstanding writing, editing, and communication skills.  Have a strong emphasis on Microsoft Office products ‘Word, Excel, Access, Power Point and Outlook’ abilities.  Ability to quickly learn and organize technical information.  Ability to thrive in a fast-paced environment.  Ability to work effectively with multiple projects and priorities.

May requires periodic overtime during peak operations periods, including weekends and holidays

3 years relevant working experience.  Some travel may be required.

 

OTHER REQUIREMENTS

Ability to preserve confidential information is a critical component of this position.  Ability to promote and maintain positive relationships.  Ability to project and maintain professionalism with a diversity of people inside and outside the Company. 

 

REQUIRED SKILLS

Ability to read, comprehend, and file general business documents.