Engineering Administrative Assistant - Headquarters
Job Details
Headquarters - Long Beach, CA

Job Summary

Work under the direction of the Engineering Department Manager and with the Engineering department to assist with daily workflow by providing general administrative support.


Essential Duties:

  • Process department billing worksheets and complete invoices after plans are ready to submit
  • Submit completed plans to customers as needed
  • Prepare SCE timesheets & TCR’s, upload into database
  • Run department reports as assigned
  • Assist with development of spreadsheets to track key department indicators. Develop visual aids to represent findings.
  • Additional tasks as assigned by the Department Manager

Secondary Duties:

  • Scan Engineer signed plans, as needed
  • Inventory department specific items and coordinate with front desk to place orders
  • Decorate for department Birthdays and Anniversaries and pass out cards to be signed around the office
  • Coordinate engineering events/luncheons
  • Order Oce supplies from Repro-Graphic Supply (check with Main office and Anaheim office before placing order) as needed
  • Deliver plans as needed
  • Scan and email expense forms to AP (send original forms to AP)
  • Scan and add older plans to the database
  • Enter agency information into the database

Required Knowledge:

  • Strong knowledge of the Microsoft Office Suite (Word, Excel, PowerPoint, Access) with emphasis on Excel and PowerPoint
  • Active knowledge of the Windows computer environment
  • Knowledge of Google Calendar and how to create and edit entries
  • Knowledge of Gmail and its functions

Skills and Abilities:

  • Maintain a positive work environment
  • Excellent communication skills (verbal and written)
  • Reporting skills
  • Organizational/time management skills
  • Presentation skills
  • Resourceful problem solving skills
  • Perceptive in details
  • Customer service skills
  • The ability to handle multiple priorities and maintain a high level of confidentiality
  • Self-starter

Equipment Operated:

  • Office equipment (computer, printer, copy machine, etc.)
  • Large format Scanner & Plotter
  • Survey Measuring Wheel

Physical Requirements & Work Environment

  • Requires remaining in the seated position for prolonged periods of time 
  • Requires lifting up 20lb
  • Requires repetitive motion of hands
  • Clarity of vision at 20 inches or less
  • Clean DMV record

Minimum Education and Experience:

  • High School Diploma
  • Job experience is a plus
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