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Administrative Support Specialist
2 months ago
Our firm is currently in search of a dedicated and detail-oriented Office Assistant/Scanning Clerk to enhance our operational efficiency. As a mid-sized consulting civil engineering company, we specialize in land development and municipal engineering services, encompassing various areas such as structural, transportation, geotechnical, surveying, and construction inspection.
The primary responsibility of this position will involve leading a significant initiative to digitize files and engineering documents, ensuring optimal electronic storage solutions. Additionally, this role will provide backup support for our switchboard operations. The ideal work schedule consists of five days a week, with flexible hours between 8:00 AM and 4:00 PM, totaling approximately 18-20 hours weekly.
We take pride in being recognized as a Best Place to Work in New Jersey for 2024, which reflects our commitment to fostering a positive work environment.
Key Responsibilities:
- Lead a document archival project to support our internal document retention strategy.
- Review and organize document folders, logging and tracking files, as well as scanning, copying, and filing.
- Create and maintain electronic records in compliance with departmental and company protocols.
- Provide periodic updates on project progress.
- Assemble reports, including binding, collating, and data entry tasks.
- Prepare submissions, which include copying, stapling, sealing, and delivering documents to relevant offices.
- Manage a multiline phone system effectively.
- Offer general administrative assistance to engineering professionals and administrative staff as required.
Qualifications:
- 1-3 years of experience in general administrative roles; candidates with less experience may be considered for training.
- Familiarity with document scanning and archiving processes is advantageous.
- Proficient in using office equipment, including scanners, copiers, and computers.
- Ability to operate a multiline phone system.
- High School Diploma (or equivalent) or a college degree.
- Exhibit a professional and courteous demeanor with clear communication skills.
- Capability to lift document storage boxes weighing up to 25-50 pounds and perform bending or stooping as necessary.
Hourly compensation ranges from $16 to $18, based on experience.
We are an Equal Opportunity Employer (EOE) and celebrate diversity, striving to create an inclusive environment for all employees. Qualified applicants are considered for employment without regard to age, race, color, religion, sex, national origin, sexual orientation, disability, or veteran status.
