Job Title

At Jacobs, we challenge whatu2019s currently accepted, so we can shape innovative and lasting solutions for tomorrow. Through the delivery of our operations and maintenance services, youu2019ll make it simpler and more seamless for our municipal clients to operate safely and efficiently, empowering communities to focus on what matters most to them - people.Jacobs is seeking a detailed oriented, highly motivated Administrative Assistant to join our team in Walla Walla, WA. As an Administrative Assistant, you will be an important part of the project team as you assist with a variety of tasks and represent the firm to our clients over the phone, email, and face-to-face, as well as assisting staff with support of projects. The applicant must be personable, organized and professional and maintain a strict level of confidentiality. We seek an individual who has strong written and verbal communication skills, excellent interpersonal skills, experience with Microsoft Office Suite, project coordination experience and the ability to establish effective working relationships with multiple teams and departments.Bring your team-focus, adaptability, and commitment to excellence, and weu2019ll help you grow what drives you - and deliver the worldu2019s most challenging Operations Management projects, together.#ourjacobs #bia #omfs #challengeacceptedEssential Duties and Responsibilities:u2022 Answer incoming phone calls and greet visitorsu2022 Maintain office environment to be clean, orderly, and free from any safety concernsu2022 Provide professional and efficient administrative support to our project managers, project teams, and local leadershipu2022 Manage Septic Hauler Check In/Out Stationu2022 Assist (if applicable) with managing budget itemsu2022 Manage filing system (computer and hard files)u2022 With Project Manager, act as liaison w/clientu2022 Act as project liaison with staff regarding company policies and proceduresu2022 Coordinate project support and certain regional activitiesu2022 Work in Concur system to create expense reports and reconcile project expensesu2022 Manage and coordinate calendars, travel and meetings by developing itineraries and agendas; book transportation when needed and arrange lodging and meeting accommodationsu2022 Perform document management support to the team which includes maintaining SharePoint, ensuring team is following document management protocol and supporting the team with uploading and sharing of filesu2022 Procurement and Accounts Payableo Create Purchase Requisitionso Prepare Ariba registration forms including HSE Approvalsu2022 Work in concert with Buyeru2022 Attend monthly project/Buyer callsu2022 Maintain:o Phone/contact listso Project Information Listsu2022 Safety:o Work with project team to create/maintain AHAs, SOPs, UPCPs, etc.o Be familiar with ionCityu2022 Team Casho Understand the program and help other staff members to understandu2022 Support all project staff with various administrative tasks, for example:o Create equipment listso Enter data into OP10 (if applicable)u2022 Attend and participate on the monthly Admin Callu2022 Onboardingo Assist with creating requisitionso Assist with onboarding new employeeo Welcome new employee and be liaison to answer questions and guide through the onboarding processu2022 Provide support services for meetings including agendas, preparing meeting summaries, scheduling for facilitators and participants, meeting room set up, coordinating presentation materials and ordering meals as necessaryu2022 Prepare and edit reports, presentations, and compile data for analysisu2022 Coordinate between support, office and field staffu2022 Work with and maintain confidential and sensitive informationu2022 Assist to develop effective PowerPoint presentations for meetings and conferencesu2022 Perform various office management tasks, including completing expense reports, as well as special projects as assignedu2022 Establish and/or maintain systems related to filing, time reporting and training hoursu2022 Support the full implementation of company practices, policies and procedures.u2022 Obtain Notary License (if necessary) u00b7 High school diploma or equivalent preferredu00b7 Proficient filing and numbering skillsu00b7 Proficient in the use common office software (including Microsoft Office Suite to accomplish administrative worku00b7 Proven written, typing and verbal communication skillsu00b7 Valid driveru2019s license with no major infractionsIdeally, Youu2019ll Also Have:u00b7 Bacheloru2019s degreeu00b7 5 plus years of increasingly responsible administrative support experienceu00b7 Experience working in a human relations, accounting and public utilities operations environment.u00b7 Advanced or specialized training in administrative supportu00b7 Proven self-starter, proactive, ability to plan, prioritize and organize workloadu00b7 Demonstrated organizational skills and ability to pay close attention to detailsu00b7 Proven high level of professionalism, confidentiality, diplomacy and strong customer service skillsu00b7 Ability to travel locally to perform all the required duties of the roleWorking Conditions:Safety is a core value at Jacobs. We are committed to providing a safe and healthy workplace for all employees. This position will spend a substantial amount of time performing safety sensitive labor or servicesJacobs is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, religion, creed, color, national origin, ancestry, sex (including pregnancy, childbirth, breastfeeding, or medical conditions related to pregnancy, childbirth, or breastfeeding), age, medical condition, marital or domestic partner status, sexual orientation, gender, gender identity, gender expression and transgender status, mental disability or physical disability, genetic information, military or veteran status, citizenship, low-income status or any other status or characteristic protected by applicable law. Learn more about your rights under Federal EEO laws and supplemental language.