Administrative Assistant

3 weeks ago

Chester, United States DELCORA Full time

**Job Summary**:
The Administrative Assistant is responsible for providing various administrative and clerical services to ensure effective and efficient operations. This individual will directly communicate with customers, assist staff/management, and prepare and administer all company administrative/clerical work. His/her direct reporting will be to the Sr. Executive Admin. Assistant/Procurement Coord.

**Overview**:

- Actively support the Sr. Executive Admin. Assistant/Procurement Coord.
and assist all other staff or management as needed.
- Adequate knowledge of both internal policies and procedures and the respective laws related to municipal authorities to ensure we are meeting those operational standards as they are defined.
- Working knowledge of office equipment (i.e. printers, fax, typewriter, computers, etc.).
- Uses multiple software systems to complete job tasks including: MS Office Suite, Cityworks, Infor, and others.
- Serves as a resource to the customers and provides information or directs customers to the correct department.

**Specific Duties**:

- Represents staff/management and company by welcoming visitors, guests, public and high-level guests.
- Screen and prioritize incoming communications.
- Coordinate scheduling conference rooms and internal notification to company of visitors and agendas as needed.
- Transcribes material from audio equipment and/or notes for Board and Committee meetings but could be required to perform this activity for other meetings as well.
- Additional administrative responsibilities include the creation/updates of reports, proposals, notes, meeting agendas and minutes, permits, budget, financial reports, purchase/work orders, contracts, letters, and forms.
- Assists with preparation of material for Board meetings and bid openings.
- Responsible for the preparation of monthly committee meeting agendas and related materials.
- Virtually host and attends monthly committee meetings and transcribes meeting notes following the recording (Zoom).
- Updates the website as needed with important public information related to Board/Committee meetings/Open Bid opportunities.
- Responsible for contract administration including, but not limited to, preparation of bid proposal packages, advertisements, notices of award, and all related correspondence through to contract close out.
- Sets up and maintains files, both manual and computerized.
- Obtains and disseminates routine information.
- Additional ongoing responsibilities may include; reproduction of information, receive and route incoming and outgoing mail, schedule appointments and/or travel schedules and reservations, answer telephone calls, route calls, provide information to callers etc.
- File management, distributing correspondence, mail, UPS, FedEx, and others.
- Performs other related duties as assigned by the Sr. Executive Admin. Assistant/Procurement Coordinator.

**Skills, Qualifications and Experience**:

- Minimum of 2-3 years administrative support experience.
- Excellent computer, written and verbal communication, interpersonal, and organizational skills required.
- Proficiency in MS Office Suite.
- Attention to detail and problem-solving skills.
- Well organized, task oriented, and work cooperatively and professionally with co-workers in a team environment as well as independently with self-initiative.
- Multi-task effectively, self-accountable and motivated.
- Positive, energetic, resourceful and solutions oriented.
- Preferred: Associate degree and 3 to 5 years of experience or equivalent combination of education and experience. Administrative assistant certifications and experience with a municipal authority a plus.

This is an excellent opportunity for someone looking to grow their administrative skills in a professional setting. We offer competitive compensation and benefits packages.

Note: All positions must be paid, including internship positions.

Pay: $22.00 - $27.50 per hour

Expected hours: 35 per week

**Benefits**:

- 401(k)
- Dental insurance
- Flexible spending account
- Health insurance
- Paid time off
- Retirement plan
- Tuition reimbursement
- Vision insurance

Schedule:

- 8 hour shift
- Monday to Friday

Ability to Relocate:

- Chester, PA 19013: Relocate before starting work (required)

Work Location: In person

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