Administrative Assistant

Location: Topeka, Kansas
Date Posted: 03-07-2018
Latimer Sommers & Associates, P.A.
Administrative Assistant

Job Classification:
Non-Exempt, Full Time
Reports To:  Partners and Staff Engineers
Job Overview:
The Administrative Assistant is responsible for providing administrative support to the Partners and other employees as assigned. This position prepares correspondence, receives and directs visitors, arranges conference calls, schedules meetings, as well as other general office support.
Essential Duties and Responsibilities:
  • Conserves executive’s time by reading, researching and routing correspondence, drafting letters and documents, collecting and analyzing information and preparing reports and initiating telecommunications.
  • Maintains order, cleanliness and tidiness of the front lobby area, conference room and work room.
  • Maintains executive’s appointment schedule by planning and scheduling meetings, conferences, teleconferences and travel.
  • Assists in coordinating food service for vendor meetings and assists in organization and coordination of Company events; proposes changes or additions of events for consideration.
  • Maintains the Company roster of individuals coming in or exiting the office for security purposes.
  • Welcomes and greets guests and visitors as the Company’s first point of contact, whether, in-person or over the telephone; answers and directs inquiries to the proper employee and/or relays messages accordingly. 
  • Receives postal mail and distributes that mail throughout the office to the appropriate staff.
  • Receives and mails out Company deliveries as requested.
  • Accurately records incoming payments, creating deposit slips and conveying the incoming payment to the Bookkeeper.
  • Resolves administrative problems by coordinating preparation of reports, analyzing data, and identifying solutions.
  • Provides administrative support by organizing office operations, maintaining and updating procedures and designing and maintaining filing systems, including project files and records maintained in off-site storage.
  • Removes, archives and documents aging files.
  • Types specifications for Engineers and copies, tracks and provides mark-up on shop drawings. 
  • Provides secretarial support by entering, formatting and printing information, scheduling and organizing work, fulfilling requests for information and keeping equipment operational.
  • Assembles and produces proposals to submit to clients.
  • Maintains office supply inventory and orders replacement supplies as necessary, including coffee, soda, etc.
  • Updates and maintains the Company website to keep current; proposes changes or additions as needed.
  • Improves and maintains in-house digital board.
  • Maintains and executes Company Christmas cards.
  • Completes a daily timesheet reflecting the hours worked on specific projects.
  • Occasionally works overtime to meet business demands.
  • Performs all additional duties and responsibilities as assigned by the Partners.
  • A high school diploma is required. Some post-secondary education or training is preferred.
  • Three (3) years of related work experience is required.
  • A friendly, welcoming tone, appearance and demeanor is a necessity.
  • Strong initiative to improve office operations is encouraged.
  • Proficient with computer and word processing software for office environments, in particular Microsoft Office Suite.
  • Ability to work both independently and in team settings.
  • Ability to communicate effectively, both verbally and in writing.
  • Ability to work efficiently with attention to detail and quality of work produced.
  • Ability to meet and satisfy all deadlines by setting priorities.
  • Ability to prepare reports with accurate mathematical data and graphs.
  • Ability to maintain confidentiality.
  • Ability to make decisions while exhibiting sound and accurate judgment.
  • Ability to exercise good judgment in setting priorities and organization of work load.
  • Ability to work on a variety of tasks and to perform a variety of administrative duties such as typing, word processing, filing, faxing and processing paperwork.
  • Professional approach and appearance.
Physical Demands
  • The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. 
  • Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
  • While performing the duties of this job, the employee is regularly required to:
    1. Occasionally sit for long periods
    2. Frequently stand, walk, stoop, kneel, crouch, or crawl
    3. Read computer screens and mail, email, talk on the phone
    4. Occasionally lift and/or move up to 50 lbs.
    5. Ability to operate a motor vehicle.
Work Environment
  • Professional environment in an office setting; and
  • Interaction with staff and customers.
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