Administrative Assistant

General Description:

Provide construction project administrative support to Tribal 1. This position will independently handle assigned projects and be required to meet firm deadlines. Assist the Tribal 1 and Joint Venture staff in all administrative and clerical tasks relating to the production of business reports, processes, procedures, and other documentation.

Act as primary point of contact for all badging and escort communications and responsibilities as required by our Clients. Provide clerical and administrative support and management to ensure smooth office operations. Compile and maintain records of business transactions and office activities. Provide support in payroll and accounting activities as it pertains to the project sites. As required, answer phones, attend meetings, maintain office and operational supplies, and greet Visitors.

Duties/Responsibilities:

• Act as Office Manager in regard to office equipment maintenance, office supplies and inventory; ordering of items and troubleshooting repairs, management of office resources
• Coordinate staff activities
• Coordinate contractor badging and security process for project site entry
• Complete and submit escort requests for non-badged workers
• Provide word processing and formatting support.
• Maintain schedules, logs, and other reports/documents
• Create agenda and maintain minutes for monthly accounting meetings
• Assist in close out task submittals as requested
• Attend meetings when required
• Assist management in administrative reports and related responses.
• Provide printing, copying, and scanning tasks when requested
• Complete/Update Timecards weekly through Paylocity
• Complete certified payroll and labor recap for each project
• Primary point of contact for invoices
• Process all invoices through spectrum
• Complete credit card expenses for all employees weekly through spectrum
• Complete monthly credit card expenses for all employees through Paylocity
• Complete check requests
• Complete travel arrangements, including flights, lodging, and car rentals
• Complete/Submit annual renewal for certifications
• Complete/Submit all personnel action forms
• Submit email request for new hires
• Coordinate drug screen and submit payment for new hires
• Provide assistance for other procurement activities as requested
• Light cleaning as needed
• Perform all duties in a safe manner
• All other general secretarial duties as required
• Other duties as assigned

Job Qualifications:

Knowledge/Skill/Ability

• Minimum 1 year experience in office management or administrative functions
• Proficient in the use of MS Office products (Word, Excel, Power Point, Visio)
• Working knowledge of Internet browsers
• Federal Government contracting or employment experience a plus
• Experience in accounting and/or payroll a plus
• Demonstrated ability to work with a minimum of supervision
• High organizational skills required
• Ability to manage multiple tasks and directions
• Ability to handle sensitive information with tact and discretion and maintain confidentiality
• Ability to communicate with all levels of management
• Must maintain a valid driver's license
• Must pass and remain in compliance with background check and requirements, and drug free work place policies
• Must pass a GSA background security check and be able to get and maintain a GSA badge
• Must obtain Notary
• Must be able to function as a responsible team member
• Must exhibit excellent communications and interpersonal skills
• Must be able to work standard business hours