ADMINISTRATIVE ASSISTANT- MAINTENANCE AND TRANSPORTATION DEPARTMENT

POSITION DESCRIPTION :

Provides comprehensive administrative support to a senior-level manager and their staff, functioning as the primary coordinator of day-to-day departmental operations. The role requires a close working relationship with the manager and team, demanding a high degree of responsiveness, discretion, and independent judgment. Responsibilities include managing complex and confidential administrative tasks to ensure smooth departmental workflow with minimal supervision. The individual in this role must have a thorough understanding of company policies, procedures, and organizational structure, and must be capable of exercising independent decision-making on matters of significance to the department and the organization as a whole.

Key duties include preparing a wide range of confidential and detailed reports using advanced software applications, auditing electronic employee timesheets for accuracy, and coordinating with employees to make payroll-related adjustments as needed. The role also involves maintaining overtime disparity records, managing all incoming and outgoing correspondence, and preparing job requests and expense reports for both company and government-related activities. Additional responsibilities include scheduling physical and eye examinations, processing purchase requisitions, arranging travel in support of mission requirements while minimizing cost, and handling travel advances. The position will also be responsible for additional duties as assigned by the manager.

MINIMUM QUALIFICATION REQUIREMENTS :

The minimum qualifications for this role include either a community college certification in Secretarial Science and two years of progressively responsible experience in the field, or four years of progressively responsible administrative experience. Proficiency in Microsoft Office or a comparable software suite is required. The successful candidate must be highly self-directed, able to prioritize tasks independently, and possess strong interpersonal skills to manage sensitive and confidential situations with poise, tact, and diplomacy. Excellent communication skills and the ability to interact effectively with individuals at all levels of the organization are essential. A valid driver's license is required, and the selected applicant may be subject to a security investigation and must meet eligibility requirements for access to classified information.