Department Assistant I or II, Construction & Maintenance Resources

Position Description

Perform administrative duties, record keeping, and administrative detail, and follow‑up functions to assist the area manager and other members of the department. In addition to data entry, filing, and scheduling, perform duties such as personnel record keeping, developing complex spreadsheet tracking reports, coordinating meetings, conferences, and seminars, obtaining supplies, coordinating direct mailings, and working on special projects. Assemble highly confidential and sensitive information.

Independent judgment is required to plan, prioritize, and organize a diversified workload. This role supports our Construction and Maintenance Resources team and is 100% on‑site at our Irvington location.

• Perform complex and confidential administrative/clerical functions including: preparing memos, expense statements, check requests, time sheets and other department forms and documents.
• Photocopy and fax information and documents as needed or requested.
• Maintain appropriate levels and monitor office supplies, equipment, and other materials.
• Administer distribution of the department’s mail.
• Open and sort related mail.
• Answer telephones, handle calls, route to appropriate individual, or take messages.
• Ensure customers, vendors and employees are handled in a professional and courteous manner.
• Maintain records and organize filing and archive system to facilitate expedient retrieval of information so that department personnel may accomplish their responsibilities.
• Prepare various confidential departmental reports as assigned, utilizing various advanced software programs.
• Collect information, compile into standard or non‑standard format, print, proof and distribute to appropriate department/company personnel.
• Assist department personnel with various projects.

Under direct supervision, provide a wide variety of administrative and staff support services to an organizational unit. May assist in budget preparation and control activities, prepare and control records, statistics, and reports regarding operations, personnel changes, etc. Administer programs, projects and/or processes specific to the operating unit served. May serve as administrative liaison within and outside the company regarding purchasing, personnel, facilities, and operations.

May screen and interview job applicants and orient new employees.

All activities and responsibilities above, under general direction, provide general administrative support to a department or group of professionals. Exercise considerable discretion and independent judgment and be capable of analyzing complex information requests, determining complex trends, and making recommendations on process improvements and efficiencies.

• High school diploma or GED.
• Two to four years of previous secretarial/administrative experience in a professional business environment.
• High level of interpersonal skills to handle sensitive and confidential situations.
• Demonstrated poise, tact and diplomacy.
• Strong analytical ability in gathering and summarizing data for reports, finding solutions to administrative problems, and prioritizing work.
• Knowledge of a variety of computer software applications: word processing, spreadsheets, database and presentation software.
• Continual attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines.

• Strong understanding of the complexities of Accounts Receivables (AR) and Accounts Payables (AP).
• General understanding of procurement and contract management.
• Proficiency in IBM Maximo Work Management System (preferably Contractor Time Reporting module).

• All Level I qualifications.
• Bachelor of Arts degree.
• Four years of previous secretarial/administrative experience in a professional business environment or equivalent combination of education and experience.
• Proficiency and ability in computer skills, prioritization and problem solving.
• Exercise considerable discretion and independent judgment, analyze complex information requests, determine complex trends, and recommend process improvements and efficiencies.

• Familiar with Maximo Contractor Time Reporting.
• Experience with CMR purchase order monitoring and reporting.
• Familiarity with construction contract documents.