Job Summary:
The Office Assistant will serve as the front desk person for employees and visitors for Planning and Construction through his or her role. This individual will also handle phone call support for staff, Managers, and In-house Construction.

Various clerical responsibilities including but not limited to:
Daily mail and dock retrieval (Monday-Friday), opening, date stamping and distribution of mail/invoices and construction plans.
Filing, copying, assisting in project file maintenance, assisting in monitoring office/dietary supplies
Reviews incoming invoices and request documents for approval authority.
Assist the Construction Services Coordinator with scanning invoices into Image Now (accounts payable system) and process check requests for vendor payment accordingly
Process charges (commits) to projects accordingly
Communicate with staff in regards to project budgets
Track and coordinate work orders for In-House Construction
Assist with project scheduling and tracking as required
Maintain procedure manuals or documents as required with the assistance of the planner and construction department
Perform accounting tasks such as processing invoices, communicating with vendors, and committing charges to projects.
Assist the Construction Services Coordinator with drafting and preparing from AIA Contract Documents correspondence such as:
Requests for Proposals (RFP), Requests for Information (RFI), Requests for Qualifications (RFQ), Contracts, Change Orders, Addenda, and Architect's Supplemental Instructions
Assist the Construction Services Coordinator with drafting and preparing correspondence such as: Notice to Proceed letters, Work Order Amendments, transmittals, and memoranda
Assist with the preparation of project contract documents
Assist the Construction Services Coordinator with coordinating project closeout documents.

Candidate must exhibit solid organizational and clerical skills with the ability to set priorities appropriately and meet deadlines. He or she must demonstrate strong verbal and written skills, good interpersonal communication skills, and exhibits willingness to work as a team player to help members complete their task. Must exhibit excellent telephone etiquette and handle confidential information in a professional manner. Above all else, demonstrate integrity, credibility and personal accountability. Will be working under deadlines with frequent interruptions and be able to maintain a high level of accuracy

Must possess a general accounting knowledge as it relates to accounts payable as well as working knowledge of computer application software, (Word, Excel, Outlook, Power Point and Project).

The Office Assistant follows detailed instructions to accomplish tasks and perform duties.

Education:
Required:
High school graduate or GED.

Preferred:

Experience:
Required:
Possess a general accounting knowledge as it relates to accounts payable as well as working knowledge of computer application software, (Word, Excel, Outlook, Power Point and Project).

Preferred:
Three years of general clerical experience. Experience in an engineer's office, architect's office, contractor's office or a developer's office preferred.

Position Requirement(s): License/Certification/Registration
Required: None
Preferred:

Department Position Summary:
The Office Assistant is the first visual contact for Planning & Construction. As such, the Office Assistant must demonstrate professionalism and courtesy at all times.

This individual will also handle various clerical responsibilities including but not limited to:

Professionally greet each employee and/or visitor
Have excellent telephone etiquette
Answer In-house construction main phone line
Maintain work order files for In-house construction
Reviews incoming invoices and request documents for approval authority.
Assist in maintaining project files and record documents from open to close of projects
Assist in monitoring office/dietary supplies
Ability to use various office equipment include copy machine and fax machine
Ensure that conference room(s) are ready for meetings by removing clutter, and making sure correct materials are kept in the room and white boards are clean,
Deliver, pick up, and distribute mail daily from the Erlanger Post Office to designated employee mail boxes,
Maintain files for all construction projects, filing memos
Perform various clerical tasks such as copying and filing for projects.
Perform general accounting tasks such as processing invoices, communicating with vendors, and committing charges to projects.
Exercise good judgment
Effectively manage work time while handling more than one assignment at a time
Demonstrate integrity, credibility and personal accountability
Distribute packets of information to appropriate staff