Position Title:

Administrative Assistant Status:

Full Time or Part Time/Non-Exempt Hours:

Varies Reports to:

Ottawa Office Lead Pay Range:

$19 - $22/Hour

SUMMARY OF POSITION

The Administrative Assistant is the first point of contact for our Ottawa office. This role greets visitors, manages incoming calls and general office correspondence, and keeps project files, office files, supplies, and equipment organized and up to date. The position also provides routine administrative support that allows our engineering and project staff to stay focused on client work. The ideal candidate is welcoming, highly organized, and comfortable handling a steady mix of front desk and recordkeeping duties. This position is open on either a full-time or a part-time schedule.

MINIMUM QUALIFICATIONS

Previous administrative, receptionist, or office support experience. Professional and welcoming manner with visitors, callers, and coworkers. Proficiency with standard office software (Word, Excel, Outlook) and the internet. Strong organizational skills and attention to detail. Excellent written and verbal communication skills. Ability to manage multiple priorities, meet deadlines, and adjust as priorities change. Ability to work independently and follow through with minimal supervision. Discretion when handling sensitive information. Team player with a positive attitude.

ESSENTIAL FUNCTIONS OF THE JOB

Greet walk-ins, direct requests to the appropriate personnel, and accept invoice payments. Answer and screen incoming phone calls and direct callers to the appropriate personnel. Monitor the general office electronic mailbox and respond to general communications and inquiries. Complete and process survey request forms. Maintain active project files, and close out and archive them upon completion. Maintain general office files, office equipment and supplies Prepare and process office mailings. Assist with scheduling meetings. Other routine administrative tasks and other duties as assigned.

KNOWLEDGE, SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS

(KSAP's) Strong interpersonal skills to build productive relationships at all levels, both internally and externally Knowledge of workplace facilities, equipment and access requirements. Ability to work independently and technically astute. High degree of problem solving. Excellent written and verbal communication skills. Ability to multitask while maintaining attention to detail. Demonstrated organizational and time management skills. Anticipate project needs and identify potential issues. Adapt quickly to changing priorities and project timelines. Discreet and professional when handling sensitive information.

SPECIAL REQUIREMENTS

(including equipment, hours, physical demands) The physical demands described here are representative of those required by an employee to successfully perform the essential functions of this job.

Work Environment:

This position typically works in an office setting with a controlled temperature environment but must be able to travel as needed.

Equipment:

This position is required to maintain a working knowledge of all office equipment including personal computers and printers, telephone systems, copiers, etc.

Hours:

Full time or part time, Monday through Friday. The schedule will be set with the candidate selected for the position.

Physical Demands:

Must be able to stand for long periods. Must be able to sit, climb stairs, walk, lift, carry, bend, and stoop. Must be able to perform fine motor skills. Hearing and visual ability required to read handwritten and/or typed documents, computer screens, etc., and answer telephone calls. Must be able to lift and/or move up to 25 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Must have a valid driver's license.

TO APPLY

Please submit a resume to careers@chamlin.com. Chamlin & Associates is an equal opportunity employer. Our benefit package includes an Employee Stock Ownership Plan (ESOP), 401(k), Paid Vacation and PTO, Profit Sharing and Competitive Insurance Benefits.

Job Type:

Full-time Pay:

$19.00 - $22.00 per hour

Benefits:

401(k) Dental insurance Health insurance Paid time off Retirement plan Vision insurance

Work Location:

In person