Administrate Manager

Job Summary

To provide administrative support for a work group or department or business unit director's administrative operations, under minimal direction and supervision. Duties and tasks are often non-routine, requiring regular independent judgment and problem-solving. Possesses thorough knowledge of workgroup's policies and procedures, as well as in-depth knowledge of company policies and processes. Position requires a high level of confidentiality. Has occasional contact with clients, suppliers, or company employees outside the immediate work area to exchange information.

Key Responsibilities

• Organizes flow of administrative work through supervisor's office
• Organizes and prioritizes activities for manager(s), including controlling access to manager's calendar
• Maintains manager's or work group's calendar
• Screens and responds to telephone and email inquiries, as well as written correspondence, on behalf of manager
• Plans and arranges meetings, travel, and events, and coordinates applying for international travel documents
• Initiates or composes various documents including correspondence, reports and presentations requiring knowledge of manager's views, philosophy, and some understanding of technical matters
• Contributes to the development of other department or company initiatives
• Participates in developing, administering and communicating policies and procedures
• Serves as a resource to others in the resolution of problems and issues 
• Refers the most complex issues to management
• Liaises with Black and Veatch contingent coordinator and/or employment agency 
• Approves timesheets, checks agency invoice accuracy, codes Markview invoices, and reconciles overtime labor rate differences
• Generates or distributes ad hoc reports using various business systems and databases
• Generates simple to complex documents, such as letters, memos, spreadsheets and presentations
• May coordinate completion of timesheets
• Reviews and approves timesheets
• May code, route, and track invoices
• Creates expense reports
• May review expense reports for compliance
• May verify accuracy of invoices prior to approval
• May research, analyze and summarize information
• May track and report budget information
• Performs other general clerical duties as needed
• Acts in capacity of a "lead person"  
• Does not have management responsibility for the people to whom they provide work direction 

Management Responsibilities

Preferred Qualifications

• 7+ years relevant experience preferred 
• High School Diploma or equivalent preferred  

Preferred Skills:

• Intermediate MS Word skills
• Intermediate MS PowerPoint skills Intermediate Excel skills
• Intermediate MS Outlook skills
• Spelling and grammar skills
• Concentration and cognitive skills
• Initiative
• Interpersonal skills
• Attention to detail and reading comprehension
• Communication skills, including verbal and written skills
• Ethics and values
• Integrity and trust
• Ability to make decisions
• Ability to prioritize
• Problem-solving ability
• Expense Reporting Systems (Creating)
• Expense Reporting Policies and Procedures (Reviewing and approving)
• Time Reporting Policies and Procedures
• Time Reporting Systems
• PeopleSoft and Blueprint Basic Users
• Human Resource Information System (PeopleSoft and Blueprint--Advanced and Reporting)
• Travel Systems
• StafTrak
• Telephony and Web conferencing
• Electronic Repository Systems
• Financial Information Systems 

Minimum Qualifications

Intermediate spreadsheet and word processing skills needed. All applicants must be able to complete pre-employment onboarding requirements (if selected) which may include any/all of the following: criminal/civil background check, drug screen, and motor vehicle records search, in compliance with any applicable laws and regulations.

Certifications

Work Environment/Physical Demands

Normal office environment. Extended periods of monitor viewing. Stooping, crouching, talking, grasping, hearing, keyboard input, turning pages, typing and writing. Ability to exert up to 10 pounds of force occasionally or a negligible amount of force frequently or constantly to lift, carry, push, pull, or move objects. Work involves sitting for extended periods of time.

Competencies

Salary Plan

Job Grade