Administrative Assistant

Job Title: Administrative Assistant

Department: Materials Laboratory

Reports To: Office Manager

FLSA Status: Non-exempt

Revised: 2/1/2022

Primary Role

The Administrative Assistant performs the “behind the scenes” work with systems, processes, and document management that helps makes things work for our staff and, more importantly, our clients. The Administrative Assistant acts as a dispatcher, coordinates schedules and projects, assists with data entry for payroll, logistics, and addressing client queries. The position is responsible for obtaining information regarding the specific testing or inspection requirements of each project in order to dispatch the appropriately qualified technician/inspector. Special projects are frequently assigned. This position also assists in the computer input and processing of all test reports and laboratory testing.

Core Functions

· Dispatches materials testing technicians/inspectors to construction project sites.

· Receives and responds to all telephone calls to ATL, unless specific personnel are asked for.

· Processes test reports.

· Filing, scanning, and checking tallies of completed projects.

· Assists the Laboratory Supervisor with receiving laboratory samples.

· Assists with office organization tasks (cleaning, organizing, errands, placing orders, etc.) as needed.

· Performs laboratory testing when requested. Performs other related assignments as requested by the Manager.

· Processes Invoices

· Helps with equipment tracking and calibrations

· Other duties may be assigned.

Essential Qualifications

To be successful in this position, an individual must be able to multitask and ask questions. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The Knowledge, Cognitive Skills, Behaviors and Values to Do this Job

This position requires a diverse and demanding set of technical and interpersonal skills. These include the ability to multi-task, strong administrative support orientation, a calm and supportive attitude, and the ability to assess business and project needs and the client’s challenges.

Like Working with Others: Enjoy working with all sorts of people in varying environments on dynamic projects. Be comfortable shifting regularly and quickly from one to another. Build strong working relationships. Requires sufficient communication and language skills to understand test procedures, compose correspondence, proofread documents, and effectively communicate with supervisors, other technicians, and clients

Excel With Technology: Leverage the technology and systems that ATL provides to be successful every day. Know how to apply technology to meet business needs using mobile, cloud-based, and client-based systems. Must have a willingness to learn new systems.

Comfortable with technology of all types, to include varying customer relations management (CRM) and proprietary workflow software and associate hardware devices. Be proficient with Microsoft Office Suite, especially Work, Excel, and Office 365.

Run a Top-Notch Desk: Apply strong organization and administrative skills, along with effective techniques for quality control, and focus on service. Ability to prioritize assignments with assistance from the Senior Materials Engineer and Laboratory Supervisor. Ability to multi-task and work extended hours during construction season, including some weekends and evenings as required.

Be Skilled in Data Management: Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with abstract and concrete variables. This position must know how to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.

Be Professional: Exude it in your dress, manners, speech and actions at the workplace, through written and oral communications, and while on sites. Have a solid understanding of general office and clerical procedures.

Experience, Education, and Other Requirements

A High School diploma or GED, and availability to work from April through November are required. A minimum of one year of prior office experience and one year of dispatch experience preferred. Must be proficient in regular office systems including Microsoft 365, Word, Excel, and Access.

Certifications, Licenses, Registrations

Must be 18 years of age or older and have a valid driver’s license with a good driving record.

Work Environment & Physical Demands

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. You will work frequently in an office environment, as well as the laboratory. The noise level in the work environment is usually moderate. While performing the duties of this position, the employee is regularly required to sit. The employee is required to talk and hear. Physical demands include listening (a lot), talking, walking, sitting, standing, lifting modest payloads (rarely more than 25 lbs.), getting in and out of vehicles, typing on keyboards (a lot), and operating a range of office equipment. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.