Minimum Qualifications:
JOB DESCRIPTION
Position Title: Administrative Assistant
FLSA Classification: Non-Exempt Reports to: Principal
Job Summary:
Due to an internal promotion, Klepper, Hahn and Hyatt is seeking a detail-oriented and organized part-time administrative assistant to join our team. The ideal candidate will work approximately 30 hours a week assisting the Office Administrator, Principals, and staff with a wide range of administrative and project coordination support activities to ensure efficient operations of the firm.
Essential Job Duties and Responsibilities: (Additional duties may be assigned which are also considered to be essential to the employment position as deemed necessary by a Principal.)
- Write, edit, and proofread engineering technical documents, reports, and proposals with precision and attention to detail.
- Maintain and update various administrative databases, logs, and calendars.
- Assist with creating and editing of materials for Request for Proposals (RFPs), Requests for Qualifications (RFQs), and award submissions.
- Processes photos for the office. This includes uploading photos taken on project sites to the project folder, resizing photos that are larger than 1MB, optimizing requested images, taking photos at firm events, and using software to edit/enhance photos and other images.
- Answer incoming calls and route calls to appropriate person as needed.
- Greet and acknowledge visitors in a timely, hospitable and friendly manner.
- Receive, sort, and distribute incoming mail and packages.
- Prepare and send outgoing correspondence and packages by mail and delivery service.
Minimum Qualifications:
- High school diploma or equivalent required, a college degree in English, Business or similar field is preferred.
- One to three years administrative assistant experience.
- Ability to proofread for grammar, spelling and punctuation with a high degree of accuracy.
- Excellent writing and editing skills.
- Computer proficiency including Excel, Word, and Bluebeam.
- Mature, detail-oriented, team player with a high degree of self-motivation.
- Ability to multi-task, switch tasks when needed, and work within tight timeframes.
- Valid NYS Driver License
Equipment Used:
Computer, printer, photocopier, fax machine, multi-line telephone, scanner, calculator, and postage meter.
Computer Software: Microsoft Office including Word, Outlook, Excel and PowerPoint; Adobe/Bluebeam, PhotoShop, Canva, Constant Contact, WordPress, and Scribus.
Physical and Mental Demands:
- Ability to see, talk, hear, sit, stand, walk, use hands or fingers to grasp, handle or feel objects, reach, crouch, kneel or bend, and perform repetitive motions of hands or wrists.
- Ability to exert up to 30 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects.
- Close mental and visual attention required to perform work dealing primarily with calculating, analyzing, and interpreting data and figures, using a computer terminal for extended periods of time, and/or extensive reading.
Work Environment:
Work is performed in a typical office environment where there is no substantial exposure to adverse environmental conditions.
Disclaimer:
- All requirements are subject to possible modification to reasonably accommodate individuals with disabilities.
- This job description in no way states or implies that these are the only duties to be performed by the employee(s) occupying this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by their supervisor or any other person authorized to give instructions or assignments.
- The firm reserves the right to add to or revise an employee's job duties at any time at its sole discretion.
- This document does not create an employment contract, implied or otherwise, other than an “at will” employment relationship.
Klepper, Hahn & Hyatt is an Equal Opportunity Employer. We are committed to treating all employees and applicants with respect and dignity and to maintaining a workplace free from unlawful discrimination. We consider all applications for all jobs without regard to race, color, religion, gender, national origin, age, sexual orientation, citizenship status, gender identity, transgender status, gender dysphoria, predisposing genetic characteristics or carrier status, disability, marital or family status, pregnancy (including childbirth, breastfeeding, or other related medical conditions), veteran status, arrest or conviction record, domestic violence victim status or any other legally protected class or status. Please notify the firm if you require reasonable accommodation to participate in the application and/or interviewing process.
Job Type: Part-time
Pay: $19.50 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Professional development assistance
- Tuition reimbursement
- Vision insurance
Work Location: In person
