Administrative Assistant
Larson Design Group, Inc. - Williamsport, PA

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DESCRIPTION

Assist managers and department members in the administrative functions of Bridge Safety Inspection and Maintenance. Works closely with the department director and project manager to ensure department production, efficiency, and resource utilization. Provides administrative support inclusive of word processing; document production; forms, spreadsheets, memos, manuals and reports preparation; proof reading and other administrative tasks.

DUTIES

  • Keep up to date on DEP, PennDOT and other industry standards and expectations.
  • Keep up to date on LDG standards and expectations regarding mailing, office materials, travel arrangement, accounting procedures etc.
  • Perform photocopying, printing, faxing, and filing as needed.
  • Prepare general reports, spreadsheets, and presentation material for the department.
  • Manage department calendars.
  • Set/cancel appointments and send meeting reminders.
  • Take care of travel arrangements for department members.
  • Assist in maintaining and refining the electronic files system and standard documents using Microsoft Office, SharePoint, and other software.
  • Assist in updating and maintaining the department's filing (bridge inspection) room.
  • Collaborate to create and update report and procedural manuals for the department, ensure that they are followed.
  • Records and contact list management: keep track of municipality contacts, titles, phone numbers, addresses, and any other data needed by Department 52.
  • Quality assurance, quality control on department product.
  • Collaborates with department members to ensure productivity and efficiency with administrative department work.
  • Responsible for entering bridge data into department database, keeping track of due dates, monitoring report progress, processing incoming reports, collaborating with inspection teams during report production, distributing reports to clients and PennDOT.
  • Assist with the public bidding process for projects: proofing and combining material, sending specifications and bid documents to owners, posting on the bid plans website etc.
Coordinate all administrative needs of the Bridge Safety Inspection and Maintenance Dept

Proofread correspondences and provide final review for overall integrity of company standards

Coordinate and maintain Division/Department Library

Coordinate training requests, registrations, and travel arrangements utilizing prescribed company standards

Prepare workload schedules for division/department use

QUALIFICATIONS

Two year degree preferred

Minimum of two (2) years' experience in an office environment - A/E firm experience preferred

Willing to take on challenges and learn new procedures

Advanced knowledge of Microsoft software applications including Outlook, Word, Excel, and PowerPoint

Advanced knowledge of Adobe Acrobat Pro

Possess excellent interpersonal skills and ability to succeed as a valuable team member

Customer service skills are a must

Possess ability to prioritize and multi-task multiple projects
  • Keep up to date on DEP, PennDOT and other industry standards and expectations.
  • Keep up to date on LDG standards and expectations regarding mailing, office materials, travel arrangement, accounting procedures etc.
  • Perform photocopying, printing, faxing, and filing as needed.
  • Prepare general reports, spreadsheets, and presentation material for the department.
  • Manage department calendars.
  • Set/cancel appointments and send meeting reminders.
  • Take care of travel arrangements for department members.
  • Assist in maintaining and refining the electronic files system and standard documents using Microsoft Office, SharePoint, and other software.
  • Assist in updating and maintaining the department's filing (bridge inspection) room.
  • Collaborate to create and update report and procedural manuals for the department, ensure that they are followed.
  • Records and contact list management: keep track of municipality contacts, titles, phone numbers, addresses, and any other data needed by Department 52.
  • Quality assurance, quality control on department product.
  • Collaborates with department members to ensure productivity and efficiency with administrative department work.
  • Responsible for entering bridge data into department database, keeping track of due dates, monitoring report progress, processing incoming reports, collaborating with inspection teams during report production, distributing reports to clients and PennDOT.
  • Assist with the public bidding process for projects: proofing and combining material, sending specifications and bid documents to owners, posting on the bid plans website etc.
Coordinate all administrative needs of the Bridge Safety Inspection and Maintenance Dept

Proofread correspondences and provide final review for overall integrity of company standards

Coordinate and maintain Division/Department Library

Coordinate training requests, registrations, and travel arrangements utilizing prescribed company standards

Prepare workload schedules for division/department use

About this company
Larson Design Group is a growing, employee-owned brand architecture, engineering, and surveying firm. We team with our clients to provide...