Technical Administrative Assistant

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POSITION SUMMARY:

Under direction, performs a variety of secretarial duties and administrative tasks for one or more management positions; and performs related duties as required.

DISTINGUISHING CHARACTERISTICS:

Position in this class is distinguished from managerial level classes by the responsibility for providing support to our management team.

PRINCIPLE ACCOUNTABILITIES:

• Administration Responsibilities may include preparing documentation for internal departments, customers and vendors, prepare technical proposals, meeting arrangements, preparing reports, printing information and order entry. Perform correspondence, reports, forms, and other documents independently, notes, or general instruction from management staff; proofread material and correct grammar, spelling, or word usage; makes appointments, coordinates meetings, and schedules conference rooms. May produce, revise, or refine formal presentation materials, using presentation software.

KNOWLEDGE OF:
Ability to: perform assigned duties with a minimum of supervision; identify problems and implement or recommend solutions; use tact and discretion; interact effectively with supervisors, officials, employees; learn and adapt to new technology as it relates to office practices and procedures; pay attention to detail; work effectively despite interruptions; plan, organize, and prioritize work; proofread documents and other work; use a computer and related software; type 50 net words per minute. Also calls for flexibility, excellent interpersonal skills, time management skills, and the ability to work well with all levels of internal management and staff, as well as outside clients and vendors. 

EXAMPLES OF DUTIES:

Technical Administrative Assistant

Transmittals and drawing releases, revisions and RFQ’s to vendors and customers

Titles and departments: All Project managers and Engineering department

• Releasing drawings for construction, revision and quoting
• Checking duplicate and/or drawings going out and coming in and filtering  these documents to corresponding machines
• Tracking all drawing references for all machines IFC, IFR, RFQ etc.
• Sending out Approval status packages to our vendors for approval, or revisions
• Converting and printing end of job drawings and bills to pdf for payment
• Updating weekly drawing release spreadsheets for our customers
• Working with UK drawing and Bill issues

Document Management/FTP responsibilities

Manage all DMS and/or FTP responsibilities

• Uploading documentation to third parties
• Downloading documentation from sites
• Managing tracking
• Setting up folders and users to systems and organizing events

Misc. Duties:

Titles and departments: All departments

• Office supplies/equipment responsibilities
• Help aide in printing and printer issues as well as stock toner, paper and meter readings
• Master Job Listing
• Timesheets for Engineering
• Vacation forms
• Master Transmittal spreadsheets for all machines
• Download technical documents from websites for Engineering
• Scan and track Checker’s prints
• Aide in contracts, specification and/or word documents that need “cleaned up”
• Back up phones, adding and aiding with voice mail and mail boxes

Objectives

My objective role in Engineering is organization, and consistent stability for our department