Administrative Assistant at McCarthy Holthus LLP serving clients and employees. Performing a variety of general administrative duties in a collaborative environment.
About the role
- Infrastructure Administrative Specialist managing office duties, vendor communication, and support tasks for Utility Company. Handling inventory, invoices, and assisting with emergency response plans.
Responsibilities
- Perform general office duties such as typing, maintaining files, record-keeping activities, and handling confidential data.
- Monitor inventory levels of office supplies and initiate purchase orders as necessary.
- Process incoming vendor invoices, receive, prioritize, and distribute incoming mail, photocopy, collate and assemble documents, and review and answer routine correspondence.
- Communicate with internal and external customers, take detailed messages, and convey them to appropriate personnel. Respond to general inquiries and telephone calls by researching information and making decisions on routine matters as authorized or delegated. Assist in resolving moderately complex problems and refer more complex issues to the manager.
- Schedule internal and external meetings and appointments, notify attendees, and make necessary arrangements as directed. Coordinate simple travel arrangements, prepare meeting materials such as agendas, handouts, and presentations, and may take minutes for departmental meetings.
- Prepare and process forms, documents, and requisitions following standard procedures. Maintain logs and records of area activities, calculate various data such as payroll summaries and financial information, and assist in the coordination and data collection for smaller, less complex budgets.
- Create and maintain basic charts, graphs, spreadsheets, and databases.
- Prepare summary information for manager review, update recurring and routine internal reports, and collect and verify data.
- Check documents for accuracy and completeness, cross-reference information, and verify compliance with regulations and procedures.
- Handle or assist in segments of projects, perform additional duties and responsibilities, and assist other personnel as needed.
- Support emergency response plans by assisting office personnel with communication and handling support requests within the team and company.
- Provide support to the workflow analyst and lead administrative specialist during emergency responses.
Requirements
- Minimum 2 years of administrative support or other relevant office experience required.
- Experience in a utility, logistics or energy industry.
- Experience working with vendors
- Comprehensive skills in with Word, Powerpoint and Excel
- Must have effective computer skills in creating and maintaining basic spreadsheets, graphic material presentation, system downloads, running reports, data entry and word processing.
- Ability to resolve a variety of issues/topics of fairly non-routine nature with some independence or through referencing documentation and manuals/guidelines
Job title
Job type
Experience level
Salary
Degree requirement
No Education Requirement
Location requirements
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