Administrative Assistant Job at APTIM in California

Job Overview

This position provides principal administrative support for the Public Works Leadership Team. The Administrative Assistant maintains a close and highly responsive relationship to the day-to-day activities of the leadership team and staff, works independently receiving a minimum of detailed supervision and guidance, and performs various clerical and secretarial duties requiring knowledge of office routine and an understanding of the project, programs, and procedures. In addition to secretarial duties (filing, taking phone calls, scheduling appointments, making travel arrangements), this position will provide administrative support to Public Works management and may require working independently on projects requiring research and preparation of briefing charts and other presentation materials. The Administrative Assistant uses greater judgment and initiative to determine the approach or action to take in non-routine situations, interprets and adapts guidelines, including unwritten policies, precedents, and practices, which are not always completely applicable to changing situations.

Key Responsibilities/Accountabilities

• Based on knowledge of the Public Works Manager's views, compose correspondence on own initiative about administrative matters and general office policies for manager's approval.
• Anticipate and prepare materials needed by the management team for conferences, correspondence, appointments, meetings, telephone calls, etc., and inform them on matters to be considered.
• Read publications, regulations, and directives and act on or refer those that are important to the management staff.
• Prepare special or one-time reports, summaries, or replies to inquiries, selecting relevant information from a variety of sources such as reports, documents, correspondence, other projects, etc., under general directions.
• Disseminate information to all locations within the project on new procedures; request information needed from locations for periodic or special conferences, reports and inquiries.
• Record DPW meeting minutes and disseminate to attendees.
• Answer the telephone, take messages and ensure the proper personnel are contacted.
• Provide customer assistance in a proficient and professional manner.
• Maintain and submit all necessary reports and forms to stay in compliance with company/government policies, procedures and reporting requirements.
• Perform other related duties as required.

Basic Qualifications

• Educational Equivalent: High school diploma or GED equivalent.
• Experience: Two years in secretarial or administrative assistant role.
• Valid California driver's license.
• Specific Knowledge: Ability to operate PC with intermediate knowledge of Microsoft Office Suite, MAXIMO, and SharePoint.
• Skills Required: Type 45 wpm (timed test). Must demonstrate excellent customer service skills.
• Intermediate knowledge of computer operations and other general office equipment.
• Communication Skills: Excellent verbal, telephone, and written skills.

About APTIM

APTIM is committed to accelerating the transition toward a clean and efficient energy economy, building a sustainable future for our communities and natural world, and creating a more inclusive and equitable environment that celebrates the diversity of our communities. We specialize in environmental, resilience, and sustainability and energy solutions, as well as technical and data solutions, program management, and critical infrastructure. For every challenge our clients face, there is an opportunity for APTIM to innovate a fit-for-purpose solution that will raise your organization or community to a new standard of excellence.

What you can expect from APTIM:

• Work that is worthy of your time and talent
• Respect and flexibility to live a full life at work and at home
• Dogged determination to deliver for our clients and communities
• A voice in making our company better
• Investment into your personal and professional development

As of the date of this posting, a good faith estimate of the current pay range for this position is $26 per hour. Compensation depends on several factors including: experience, education, key skills, geographic location of the position, client requirements, external market competitiveness, and internal equity among other employees within APTIM.

Employee Benefits

APTIM Federal Services LLC is committed to providing an extensive range of benefits that protect and promote the health and financial well-being of our employees and their families through the APTIM Benefits Marketplace.

• Medical, vision, and dental insurance: Through the marketplace, our employees can choose benefits from five metallic levels and 10+ carriers to find the right benefits that work for them in their location.
• Life insurance
• Short-term and long-term disability insurance
• Paid holidays, vacation, and sick leave (eligibility based on company policy and applicable law)
• 401(k): APTIM offers three 401k plans through the Aon Pooled Employer Plan (PEP). The specific plan you are eligible for depends on the business unit you are in.

Watch our video: About APTIM - In Pursuit of Better

#LI-ONSITE #LI-BN1