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Administrative Secretary

Requisition ID:  220222

  • Relocation Authorized:  None
  • Project No.:  26148
  • Grade:  21
  • Position to be Panel Interviewed?  No 

SUMMARY

Works independently to provide administrative and secretarial support of a responsible and confidential nature to help ensure the smooth functioning of a department or project.  Duties require accuracy, judgment, a high degree of initiative, discretion, diplomacy, and knowledge of protocol.  Anticipates changing priorities and problems.

JOB DIMENSIONS

  1. Supervision Received
  • Receives general operational direction from responsible manager.
  1. Supervision Exercised
  • May provide operational and/or functional direction to other staff members.
  1. Contacts
  • Employees and outside individuals in receiving calls and visitors, making travel/meeting arrangements, and executing other duties
  • Clients, company management, government agencies, and jobsite personnel

ESSENTIAL JOB DUTIES

  1. With a thorough understanding of Bechtel’s organizational structure, functions, and procedures, receives and screens phone calls and visitors and directs them to the appropriate parties.  Follows up to ensure action.  Completes business independently as appropriate.  Ensures coverage in absence.
  2. With an understanding of Bechtel's goals and priorities and of the manager’s commitments, composes and distributes complex correspondence using Bechtel standard word processing systems or other software applications.  Keeps abreast of key issues, commitments, and priorities of manager.  Often researches information and compiles summary reports.  Reviews for accuracy and format outgoing documents that require the manager’s signature.
  3. Coordinates requests from client, manager, and in-house staff.  Determines action on important or emergency matters or knows whom to contact in absence of manager.  Maintains file of important  matters for the manager's attention upon return.  Assists staff in certain procedures.
  4. Collects, reviews, and distributes incoming hard copy and electronic mail.  Independently handles mail not requiring the manager’s attention.  Reviews outgoing mail to ensure accuracy and proper format.  Follows up to ensure action.
  5. Coordinates complex travel arrangements, including details of business plans.  Prepares itineraries and expense reports.
  6. Coordinates meetings, arranging for facilities, equipment, and refreshments.  May prepare and distribute notices, agendas, information packets, and minutes.
  7. Independently maintains a hard copy or electronic calendar for responsible manager.
  8. Develops and guides the implementation of office procedures and of filing and record-keeping systems.
  9. May prepare or provide input to daily work planning, training, and/or employee evaluations of assigned personnel.
  10. Performs other assignments as required using applicable automation systems/software.  These assignments may include:
  • Personnel and salary administration
  • Coordination of committee meetings and senior management meetings
  • Preparation and control of budget and job-hour reports
  • Coordination of charitable contributions and/or other special programs for the organization
  • Administration of financial matters of a highly sensitive and confidential nature
  • Acting as manager’s delegate to meetings
  • Space planning and move coordination/automation coordination

 

TITLE

     ADMINISTRATIVE SECRETARY I, II

 

APPROVED SALARY GRADE

     21, 22

 

JOB KNOWLEDGE

Excellent oral and written communication skills

Thorough knowledge of grammatical rules, spelling, punctuation, and required formats

Technical vocabularies and terminology common to the assignment

Demonstrated skill in word processing and composition with a minimum typing speed of 55 wpm

In-depth knowledge of Bechtel’s organizational structure, functions, and procedures

Strong organizational skills

Operation of Bechtel standard computerized systems and other information transmission systems

Effective leadership skills

Professional telephone practices

Demonstrated knowledge of filing systems and common office procedures

Experience in budget activities may be required

Shorthand or skill in other transcription/dictation technique

 

 

ADDENDUM

 

 

Grade 21

Support of a responsible and confidential nature.

Independently anticipates problems and changing priorities; alerts manager.

Shaping tomorrow together

Bechtel is one of the most respected global engineering, construction, and project management companies. Together with our customers, we deliver landmark projects that foster long-term progress and economic growth. Since 1898, we’ve completed more than 25,000 extraordinary projects across 160 countries on all seven continents. We operate through four global businesses: Infrastructure; Nuclear, Security & Environmental; Oil, Gas & Chemicals; and Mining & Metals. Our company and our culture are built on more than a century of leadership and a relentless adherence to our values, the core of which are safety, quality, ethics, and integrity. These values are what we believe, what we expect, what we deliver, and what we live.  
www.bechtel.com

Bechtel is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.