Overview
Administrative Assistant-Part time Jobs in Los Angeles, CA at Page Southerland Page, Inc.
Summary:
The Administrative Assistant provides administrative support to assist in the planning, coordinating, scheduling, of construction and environmental remediation contracts. Performs administrative and logistical support services for a specific person or group (i.e. company executive, division, department, etc.).
The pay rate for this position is $22.36-$36.20/hour, please note this is a tiered position.
Essential Duties and Responsibilities: (including but not limited to)
Welcome on-site visitors, determine nature of business, and announce visitors to appropriate staff members.
Organize and maintain reception area to present a neat and professional appearance. Assure that Ahtna marketing materials and other informational literature is current and available for visitors.
Assist in preparing letters, memos, reports, procedures, etc., as required by Senior Office Manager/Project Staff for signature/approval.
Assist with day-to-day administrative items (e.g. data entry, expense reports, fuel credit card receipts, Home Depot credit card receipts, VISA credit card receipts, etc.) for Senior Office Manager review and approval.
Answer telephone calls and take messages, Provide information to callers in a tactful and diplomatic manner.
Assist others with administrative projects and perform miscellaneous duties as needed.
Maintain Project filing.
Maintain Accounts Payable filing.
Collect, review, copy, and submit certified payroll (CP) reports for company and subcontractors; maintain electronic and hard file copies of CPs.
Assist in proposals including quality control, binding, copying and shipping.
Delivery/Pick-up of time sensitive packages to shipping sources (FedEx, UPS, USPS, Alaska Air Cargo, etc.) when necessary.
Coordinate travel for all PNW staff as requested by staff members.
Make copies of documents.
Create files and presentations as requested by the Senior Office Manager.
Take notes at meetings and develop formal minutes document(s) for filing and distribution.
Deliver and receive packages/mail and distribute accordingly.
Manage office supplies and submits supply orders as needed.
Manage office machines and coordinate repairs with vendor.
Perform information research for the Senior Office Manager/Project Staff as needed.
Maintain cleanliness of conference room and assist as needed for preparation of meetings.
Assist with maintenance of kitchen area, keeping counters clean, dishes washed and put away.
Perform any other duties as assigned by management
Minimum Qualifications:
All levels:
High School Diploma or equivalent
Proficient computer skills using Microsoft Office Suite including Word, Excel, and Outlook
Working knowledge of construction and environmental industries
Solid knowledge of general office procedures and equipment
Solid knowledge of converting paper data into a computerized form, keeping integrity intact
Exceptional attention to detail with proven interpersonal skill
Strong organizational skills and the ability to independently prioritize workload and tasks to optimize production
Level – I
One (1) to Three (3) years of relevant working experience, specialized training and/or a degree may be substituted for work experience
Level – II
Three (3) to Five (5) years of relevant working experience, specialized training and/or a degree may be substituted for work experience
Level – III
Five (5) to Seven (7) years of relevant working experience, specialized training and/or a degree may be substituted for work experience
Preferred Qualifications:
Associates degree in Accounting, Business Administration or other related discipline
Willingness to work occasional overtime
Experience with Federal contracting
Experience and knowledge of Alaska Native cultures
Core Competencies:
Self-Motivated- Ability to be internally inspired to perform a task to the best of one’s ability using his or her own drive or initiative.
Communication – Ability to communicate effectively with others using the spoken word. Ability to communicate in writing clearly and concisely.
Time Management – Ability to work in a high paced, demanding work environment, deadline driven schedules with the ability to organize work priorities.
Goal Oriented – Ability to focus on a goal and obtain a pre-determined result.
Accuracy – Ability to perform work accurately and thoroughly.
Confidentiality – Ability to preserve confidential information.
Cooperation – Capable of working independently as well as with varying levels of personnel and work disciplines to accomplish a team atmosphere.
Shareholder Preference:
Pursuant to PL 93-638, as amended, preference will be given to qualified Ahtna Native Corporation Shareholders, Descendants, and Spouses in all phases of employment.
Working Environment:
Generally, indoor office environment with frequent interruptions, often noisy, high paced atmosphere with tendencies of having an extremely heavy work load. While outdoors may be subject to site conditions, changes in temperature, weather conditions and noise levels.
Physical Demands (including but not limited to):
Frequent sitting for prolonged periods of time, using hands/fingers requiring dexterity and coordination to handle files and single pieces of paper, reaching with hands and arms for items above and below desk level, talking, hearing, and seeing (up close, at a distance, along the periphery, with depth perception, and the ability to adjust focus); walking from place to place within the office with occasional use of stairs and no elevator available; bending, pushing, pulling, and standing for up to 2 hours; occasional lifting of up to 25 pounds such as small office equipment, files, stacks of paper, reference and other materials.
Work is generally performed in an office setting with ability to speak and receive phone communications often. Work requires computer usage with strength, dexterity, coordination and visual acuity to use keyboard and video display terminal and other office equipment.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Work Schedule: Monday – Friday 8:00 am to 5 pm, or as business needs dictate
Experience
Required
1 year(s): • Working knowledge of construction and environmental industries • Solid knowledge of general office procedures and equipment • Solid knowledge of converting paper data into a computerized form, keeping integrity intact • Exceptional attention to detail Level – I • One (1) to Three (3) years of relevant working experience Level – II • Three (3) to Five (5) years of relevant working experience Level – III • Five (5) to Seven (7) years of relevant working experience
Education
Required
High School Diploma/GED or better
Skills
Required
MS Office
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)
Title: Administrative Assistant-Part time
Company: Page Southerland Page, Inc.
Location: Los Angeles, CA
