The Administrative Assistant, Engineering position is responsible for handling administrative, clerical and minor business details for the VP of Engineering and the Engineering Department by performing the following essential functions:
Essential Functions:
Essential functions include the following. Other duties may be assigned:
Acts as first point of contact for outside inquiries directed toward Engineering Department. Researches and directs inquiries to appropriate party.
Acts as primary interface for internal transactions, communications and inquiries directed to and from Engineering Department, including forms and requests that require approvals from multiple departments. This includes but is not limited to preparation, maintenance and distribution of: Capital Appropriating Requests, Purchase Requests, Inventory Transaction Forms, Requests for Quotes, and Expense Reports.
Receives, logs, and processes invoices to Engineering, including consultants, vendors and services; coordinates with Accounts Payable for payment.
Manages and maintains engineering project timekeeping records.
Manages and maintains Engineering petty cash account.
Manages and maintains Engineering office supplies.
Provides logistic support for off-site engineering staff.
Provides logistics support for special meetings and visitors hosted by Engineering.
Coordinates shipping of engineering materials and documents to outside third parties.
Coordinates and logs receipt of correspondence, engineering materials and documents from outside third parties, including first articles from the factory.
Maintains non-design related engineering files and files index.
Coordinates and assists with various social, team-building activities.
Supervisory Responsibilities:
This position has no supervisory responsibilities.
Physical Requirements:
Essential functions of this job require the following minimal physical demands. Reasonable accommodations may be made to enable the individuals with disabilities to perform the essential functions.
While performing the duties of this Job, the employee is regularly required to use hands to finger, handle, or feel; reach with hands and arms and talk or hear.
The employee is frequently required to sit.
The employee is occasionally required to stand and walk.
The employee must occasionally lift and/or move up to 25 pounds.
Specific vision abilities required by this job include close vision, distance vision and color vision.
Knowledge, Skills, Abilities and Other Qualifications:
Education and/or Experience:
Associate's degree (A. A.) or equivalent from two-year college and a minimum of 5 years related administrative experience and/or training; or equivalent combination of education and experience.
Competencies:
To perform the job successfully, an individual should demonstrate the following competencies:
Interpersonal Skills - Works well with others in a business setting. Listens to others without interrupting; Remains open to others' ideas and tries new things.
Oral Communication - Listens and gets clarification; Responds well to questions; Participates actively in meetings and one-on-one discussions.
Written Communication - Writes clearly and informatively; Presents numerical data effectively; Able to read and interpret written information.
Teamwork - Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback.
Planning/Organizing - Prioritizes and plans work activities; Sets personal goals and objectives.
Quality - Demonstrates accuracy and thoroughness; Monitors own work to ensure quality.
Language Skills:
Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
Mathematical Skills:
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
Reasoning Ability:
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Computer Skills:
Ability to use a PC and PC-based tools for document preparation, including Microsoft Windows and Microsoft Office (Word, Excel, PowerPoint, Visio). Ability to operate standard office equipment including document scanner, fax, copier and typewriter. Keyboard type 60 wpm.
Working Conditions:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Work is typically performed within a general office environment, with adequate lighting and temperature control.
The noise level in the work environment is usually moderate.
Computers and typical office equipment are provided.
There may be occasional business travel to other corporate facilities, technology partners and customer sites.