Overview
Administrative Assistant II Jobs in San Leandro, CA at City of San Leandro, CA
FULL JOB DESCRIPTION:
An engineering firm experiencing its next phase of growth is seeking an intelligent, extremely motivated and hardworking professional with a strong desire to grow with a rapidly expanding company. Our firm delivers detailed engineering of mechanical (HVAC, plumbing, etc.) electrical (power, lighting, telecom, security) and life safety (fire alarm and fire protection) systems that conserve energy and more efficiently serve new and existing buildings. We support and improve the facilities for a variety of clients such as architectural firms, municipalities, transit authorities, energy service companies (ESCOs) and utilities.
As an Office Assistant, you will support multiple leadership roles and/or functional teams and serve as the backbone of the corporate infrastructure. The core character attributes for your success within this company will include:
1. COMMUNICATOR: An above average ability to communicate. Emotional intelligence and excellent interpersonal skills are key here.
2. ORGANIZED: A highly organized work ethic that enables you to efficiently prioritize task to support various leadership roles and functional teams.
3. RESPONSIBLE: An ownership mentality for your area of responsibilities that fosters independent, creative thinking to complete challenging task.
4. PHILOMATH: The capacity and desire to learn new things outside the scope of your typical daily tasks. An aptitude for learning and using unfamiliar software applications are key here.
5. TEAMPLAYER: A team-oriented spirit, focused on providing exceptional engineering services to all our clients.
General responsibilities include, but are not limited to:
Management and Functional Teams Support:
Providing general support to the various management and functional teams.
Participate in meetings, including setup as well as taking and distributing meeting minutes.
Organizing travel and company events.
Office Administration:
Implementing and managing office policies and administrative procedures.
Using computer apps and software to schedule meetings and appointments, as well as, maintaining calendars.
Preparing memos, letters, presentations, reports and spreadsheets (including charts and graphs) using a wide range of software and computer platforms.
Corresponding with vendors, clients and staff.
Maintaining the appearances of the office, ensuring rooms are clean, organized and stocked with necessary supplies.
Answering, screening and managing office phone calls.
Maintaining, operating and updating standard office equipment such as copy machines.
Receiving and sorting mail and business correspondence.
HR Administration:
Maintaining physical and digital personnel records.
Processing new hire paperwork and onboarding procedures.
Assisting with recruitment efforts, e.g., screening applicants, scheduling interviews.
Accounting Support:
General bookkeeping, e.g., accounts payable and accounts receivable.
Manage and maintain financial records.
Process invoices and reconcile bank statements.
Generate financial reports using software applications.
Marketing Support:
Developing, preparing, and proofreading, sales and marketing material using software applications.
Entering, collecting, analyzing and presenting business data in both physical and digital format.
Experience & Skill Requirements
2+ years of experience in Office Administration and/or Office Management preferred. However, relevant experience that meets or exceeds the core attributes described above will be considered. Autodidacts are most welcomed to apply.
Bachelor’s degree in Business Administration, Accounting, Finance or similar program preferred. However, relevant experience in lieu of degree will be considered.
Excellent command of the English language with strong oral and written communication skills
Professional and positive attitude, detail- and customer-oriented as well as proficient multitasking and organizational ability.
Appreciation for and ability to maintain high level of integrity, discretion and confidentiality.
Effective and efficient, organization and time management skills.
Effective analytical and creative problem-solving skills.
Independent work style with ability to take projects from conception to completion without direct supervision.
Demonstrated ability to understand project objectives, prioritize, manage multiple tasks and meet deadlines.
Strong working knowledge of MS Windows and MS Office (Word, Excel, PowerPoint and Outlook) and QuickBooks. Also, an ability to learn and operate unfamiliar software applications.
Familiarity with engineering, architecture and construction industries is STRONGLY preferred.
Job Type: Full-time
Pay: $21.00 – $28.00 per hour
Expected hours: 40 per week
Benefits:
401(k)
Paid time off
Schedule:
8 hour shift
Day shift
Monday to Friday
Application Question(s):
Are you able to provide at least one professional reference for a manager that you supported directly?
Rate your current ability to meet or exceed the core character attributes needed to be successful within this company as described in job description, where ‘1’ means ” your current abilities do not meet the core character attribute” and ‘5’ means “your current abilities exceed the core character attribute”, please rank your current abilities for each attribute.
COMMUNICATOR Ranking: __
ORGANIZED Ranking: __
RESPONSIBLE Ranking: __
PHILOMATH Ranking: __
TEAMPLAYER Ranking: __
Education:
Bachelor’s (Preferred)
Experience:
Executive administrative support: 1 year (Preferred)
Office management: 1 year (Preferred)
Location:
Decatur, GA 30033 (Preferred)
Ability to Commute:
Decatur, GA 30033 (Required)
Work Location: In person
Title: Administrative Assistant II
Company: City of San Leandro, CA
Location: San Leandro, CA
