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Administrative Asst. - clerical, admin support

U.S. Engineering
Manhattan, Kansas, United States
February 19, 2018

Every member of the U.S. Engineering family is expected to understand and consistently demonstrate the following Core Values:

•Exhibit integrity in everything we do.

•Listen, identify and respond to customer needs.

•Provide quality, on schedule, at a competitive price.

•Respect, challenge and recognize each employee.

•Ensure a safe working environment.

Primary Purpose:

Coordinate clerical, administrative, and dispatch support services for the assigned project; to include duties related to general office administration, as well as both project development and operational goals.

Principal Duties and Accountabilities:

•Greet office visitors; answer telephone; take and forward messages. Answer routine questions and follow through on requests.

•Work with the Chief Engineer in initial asset set-up for IBM MAXIMO for all plant equipment. Update MAXIMO maintenance program on a daily basis to ensure MAXIMO reports are accurate.

•Compose, edit and/or maintain a variety of correspondence and documents, including: letters, reports, memos, contracts, bid documents, and project correspondence, manuals, directories, databases, forecasts, etc.

•Establish and maintain organized filing system; photocopy and file all correspondence and other pertinent documents as requested.

•Process outgoing and incoming mail and packages and ensure efficient delivery to recipient.

•Maintain/order sufficient stock of office supplies, forms/invoices, and other materials required for department activities.

•Coordinate the efficient maintenance of office machines, such as printers, copiers, fax machines, etc.

•Issue and process purchase orders to vendors, etc. as necessary.

•Gather and distribute work orders to onsite technicians; assemble task lists and assist site management with assigning work orders; enter work orders into Maximo software.

•Work with site management on cost tracking for maintenance and repair budgets.

•Assist site management with emissions permit management and other reporting documentation.

•Maintain internal cost code sheet, maintenance mailboxes.

•Track paid time off for field maintenance technicians and assist Chief Engineer with scheduling.

•Manage annual maintenance sheets for site maintenance team.

•Coordinate and/or process miscellaneous general administrative work.


•High School Diploma or equivalency required.

•Coursework related to business administration preferred.


•Minimum of one year experience in an administrative support role required if worked in the construction, property management, or service trade industry. Two or more years if in another administrative position.

•Experience within the trade service, construction and/or maintenance industry preferred.

•Experience with business correspondence and research preferred.

•Proficiency with MS Office suite products required – includes Word, Excel, Outlook, PowerPoint, etc.

•Proficiency with MS Access database preferred.

•Previous experience with creating and producing reports.

•Proficiency working with purchase orders, invoices, and work orders.

•Strong typing and data entry skills.

Knowledge, skills, and abilities:

•Excellent customer service and professional communication skills.

•Working knowledge of business procedures and excellent writing skills.

•Ability to create documents with speed and accuracy.

•Working knowledge of computer operations and accounting systems.

•Keen attention to detail and good organizational skills.

•Ability to adapt to changing priorities and excel in a fast-paced work environment that includes frequent interruptions.

•Team mindset – flexible to help where the team will benefit most and develop effective professional relationships.

•Focus on delivering results and meeting deadlines – demonstrates sense of urgency as required.

•Ability to quickly learn new software programs.

Physical and/or travel demands:

•No travel required.

•This position is done in a typical office setting, mostly sitting at a desk. Frequent use of computer keyboard, monitor, and telephone. Some standing, bending, and lifting light of files is required.

Disclaimer: The above statements are intended to describe the general nature and level of work being performed by people assigned to this position. They are not intended to be construed as an exhaustive list of all responsibilities and job specifications required of employees so classified. U.S. Engineering reserves the right to revise as needed. The job description does not constitute a written or implied contract of employment.