Administrative Assistant

Hill International is seeking an Administrative Assistant in Monrovia, California

The Administrative Assistant works in the front office reception area of the Construction Authority performing front office tasks such as answering the phone, greeting and assisting visitors, giving general information, serving as host or hostess for conference room meetings, and assisting with public-facing work. Office management tasks such as maintaining supplies, maintaining order and cleanliness, maintaining the coffee / refreshment station, and generally helping to keep the physical office up and running, and performing document management tasks such as managing Construction Authority correspondence including drafting transmittal letters, managing document control (agency filing system), assisting with document production, and helping to organize procurement documents and internal forms. This position also performs routine clerical and/or typing/word processing duties in accordance with specific instructions for established work procedures requiring limited decision-making.

Responsibilities:

• Operate the front desk for in-person visitors and phone calls
• Open and close the office
• Deliver oral and written messages
• Sort, prioritize and distribute incoming mail and other forms of information
• Photocopy, sort and file documents; transfer documents to flash drives or other media
• Mail, fax and distribute documents and other materials to internal and external parties
• Manage and maintain routine clerical records, logs and data entry (Document Control)
• Compile routine reports; retrieve documents
• Operate a variety of office equipment
• Order office supplies and catering items
• Order and pick up food items for selected meetings. Place physical signs outside for selected meetings
• Manage the calendar for internal use of conference rooms
• Maintain the order and cleanliness of the reception area, lobby, conference rooms, and food handling materials
• Finish document processing by typing and applying labels, transmittals, etc.
• Contact vendors, consultants and other external parties to request or disseminate information
• Assist with greeting guests and attendees at public events hosted by the Authority
• Follow all policies and procedures
• Conduct miscellaneous projects and tasks as assigned
• Manage vehicle fleet including driver list, keys, etc.
• Hand-deliver official documents to government agencies
• Assist staff as needed
• Other associated tasks as assigned
• Send out invoices to agencies such as Metrolink as directed by the CFO
• Maintain Business Record Retention system spreadsheet currently Vital Records Firekeepers
• Includes coordination of document destruction and document research
• Physical paper boxes will be sent to Vital and received from Vital throughout the year
• Maintain Document Control System currently Microsoft Share Point Ensunet
• Scan documents, classify, input information such as CIN, dates, name, description into system on a daily basis
• Coordinate with Building Manager Samuelson and Fetter for immediate office issues such as no power, sink stoppage or no HVAC
• Send out courier packages as needed, currently United Parcel Service
• Maintain office key cards and office keys for staff

• This position requires two years of office/clerical experience; OR, any equivalent combination of education and/or experience from which comparable knowledge, skills and abilities have been achieved
• Demonstrate skill in filing, record-keeping and maintaining databases
• Ability to operate telephone equipment
• Knowledge of office telephone and greeting etiquette
• Demonstrate skill in reading, spelling and simple arithmetic and ability to follow oral and written instructions.
• Demonstrate customer service and interpersonal skills
• PC computer knowledge (including experience with Microsoft Word, Excel, and Access)
• Prior experience answering phones, filing, using office machines (keyboard, photocopier, fax machines, shredders, and calculator)
• Ability to handle several tasks concurrently
• Ability to work with and support various staff members
• Ability to maintain a pleasant demeanor and attitude at all times with all internal and external parties
• Ability to remain professional at all times
• Possess a valid driver's license
• Work in the office Monday through Thursday 8:30am to 4:30pm; work remotely on Fridays. Alternate hours may be required in certain circumstances

The salary range for this position is $70,000 - $90,000. The offered salary will be based on the applicants qualifications, education, experience and work location.

Depending upon your employment status, Hill's comprehensive benefits may include, Medical, Dental, Vision, Employer Paid Life and Accidental Death & Dismemberment Insurances, Business Travel Accident Insurance, Short-Term Disability, Long Term Disability, Flexible Spending Account, Health Savings Account, Dependent Care Flexible Spending Account, Commuter Benefits, Legal Assistance, Identity Theft Protection, Pet Insurance, Auto & Home Insurance, Critical Illness Insurance, Accident Insurance, Hospital Indemnity Insurance, Voluntary Life & Accidental Death & Dismemberment Insurance. Paid Time Off (PTO), Holidays, 401(K) Retirement Savings Plan, Employee Referral Program, Professional Certification Incentive Program, Hill University Learning and Development, Tuition Reimbursement, EAP, Years of Service Awards Program.