Administrative Specialist (Finance)

Job Description

Take Your Career to the Next Level

Are you ready to be challenged, make a difference, and experience professional growth in your career? Kleinfelder's local area operational support teams coordinate and lead! We are looking for teammates that are interested in providing high level and proactive support to different service lines!

Step into Your New Role

Kleinfelder is seeking an Administrative Specialist to support our Santa Rosa office. This position supports the administrative needs of the Santa Rosa business unit. The role includes providing intermediate administrative support to respective business unit's professional, project management, and management personnel related to client support or general administrative tasks. This hire will work under general supervision from the Supervisor / Manager within specific guidelines and protocols on moderately complex assignments. Additionally, this person will complete document control, word processing, electronic filing, data entry and general clerical duties, compiles reports, and administers processes in accordance with prescribed guidelines and procedure.

Job Responsibilities:

• Strong grammar and word processing skills
• Complete administrative tasks associated with filing, data entry, and general clerical responsibilities in a proactive and ongoing manner
• Train to support Assistant Radiation Safety Officer which supports our Radiation Safety Officer.
• Communicate with customers, handles service problems politely and efficiently, always available for customers, follows procedure to solve customer problems, understands company products and services, maintains pleasant and professional image.
• Create and maintain files and filing system
• Maintain and reconcile checking account, credit card account
• Maintain a polite and professional approach when referring or resolving questions, concerns or issues.
• Communicate information in a succinct and organized manner, produce written information that is appropriate for the intended audience.
• Complete work schedules, coordinate calendars and arrange appointments.
• Facility maintenance, shipping coordination, ordering office and field supplies.
• Manage office, safety, and real estate related vendors effectively and appropriately to ensure office is well maintained and in compliance.
• Schedule travel plans, handle meeting prep, coordination of office events.
• Copier maintenance (paper, toner, repair, etc.).
• Vehicle coordination and maintenance.
• Enter data into Deltek/SharePoint (mileage logs, timecards, expense reports).
• Prioritize well, show energy, react to opportunities, instill urgency in others, meet deadlines.
• Strong organizational skills, attention to detail, and ability to manage multiple assignments under set deadlines.
• Ability to demonstrate critical thinking and problem solving skills.
• Ability to work independently and collaboratively as part of a team.
• Flexible to adapt to changing priorities and direction in a dynamic work environment.
• Has a "client service" mindset and work in close partnership with technical professionals (engineers, scientists, and construction professionals).
• Must be committed to continuous learning and growth into greater responsibility within the organization.
• Coordination with internal and external team members.
• Coordinate efforts across Kleinfelder offices in the NorCal Area.

Position Requirements:

• Work in the office 8 hours per day, 5 days per week.
• Accepts and follows directions from others.
• Respects authority.
• Communicative and reliable.
• Complies with requests.
• Takes accountability for delivering on commitments.
• Owns mistakes and uses them as opportunities for learning and development.
• Openly discusses his/her actions and their consequences both good and bad.
• Allocates time and attention based on what is the most important to achieve key goals and objectives.
• Approaches work in an organized and systematic manner.
• Effectively manages tasks, information, and requests.

Education:

• Experience: 3-5 years of administrative experience with a professional services firm.
• Bachelor's degree (English, Marketing, Journalism or Communications preferred).
• Advanced proficiency with Microsoft Office (Word, Excel) preferred

Move Forward with Kleinfelder

Kleinfelder has been connecting great people to the best work since 1961. We are engineers, scientists, and construction professionals providing solutions that improve our clients' transportation, water, energy, and other private infrastructure. As a responsive, cross-disciplinary team of bright, curious, and innovative problem-solvers, we are dedicated to doing the right thing, every day, on every project from over 85 offices in the US, Canada, and Australia. Connecting great people to the best work is our purpose - together, we deliver.

Progress with an Employer that Values You

Kleinfelder is an inclusive organization free from discrimination. We are a stronger organization when we are a diverse workforce and believe that throughdiversity, equity, and inclusion comes creativity, innovation, and unity. We are proud to offer the following:

Benefits: Kleinfelder offers an excellent compensation and benefits package, including: medical, dental, vision, life insurance, 401(k) plan, and paid holidays. The expected salary range for the position is displayed in accordance with the California Pay Transparency Law. Final agreed upon compensation is based upon individual qualifications and experience. Hourly range: $21.09 - 35.22

Career Development: We are committed to investing in the professional development of our staff, offering each employee every opportunity to grow, develop, and take control of their career paths. We support these efforts through reimbursements for continuing education as well as many of the expenses associated with trainings and certifications, and opportunities for career development through our internal Mentoring Program.

Equal Opportunity: Kleinfelder is an Equal Opportunity Employer - Minorities/Women/Disabled/Veterans. (Compliant with the new VEVRAA and Section 503 rules)

NOTICE TO THIRD PARTY AGENCIES

Please note that Kleinfelder does not accept unsolicited resumes from recruiters or employment agencies. In the absence of a signed Recruitment Fee Agreement, Kleinfelder will not consider or agree to payment for any referral compensation or recruiter fee. In the event a recruiter or agency submits a resume or candidate without a previously signed agreement, Kleinfelder explicitly reserves the right to pursue and hire those candidate(s) without any financial obligation to the recruiter or agency. Any unsolicited resume, including those submitted to hiring managers, are deemed to be the property of Kleinfelder.

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