Administrative Assistant - Full-time / Part-time

Major Responsibilities for Administrative Assistant

General Office Support

• Answer phones
• Electronic and hard copy filing
• Preparing labels/envelopes/mailing
• Inventory and maintain office supplies (paper, toner, etc.)
• Assist in travel (hotels, rental cars, etc)

Health & Safety Support

• Maintain/update training schedule/database
• Assist in researching training vendors
• Draft/format Good Catches and Site Safety Inspections
• Assist in Incident Report/Follow-Up Efforts
• Prepare/Assemble New Hire Safety Books
• Maintain SDS Book
• Weekly Collection/Summary of Truck Inspection Reports

Divisional AP/AR Support

• Run Weekly Aging Report and Prompt PMs on Follow-Up
• Follow up with clients when invoices are past due and update A/R notes in Deltek Vision

• Track and process vendor/subcontractor invoices (Log in; circulate for approval; record in Vision)
• Run unbilled reports, Review and Distribute to Project Managers; remove trailing costs on projects upon approval from PM's

• Draft project invoices for PM and DeAnn review
• Review draft invoices, verify amounts, confirm billing when approval is granted from Manager

• Assist PMs in keeping Project Budgets updated in Vision
• Maintain Project-Specific Cost Tracking/Continuation forms when Needed
• Compile quarterly totals for Work Directed Sub hours and Rental Vehicle miles driven

Project Support

• Open/Log Opportunities

• Open new Projects in Deltek Vision
• Create Hospital Route Maps/ER Services page
• Draft SSOAs and Purchase Orders/Electronically File Executed Copy; track receipt of documents
• Prepare/customize CANVAS Field Logs
• Daily receipt/download, review, electronically file CANVAS Field Logs
• Update/Maintain Various Program Schedules such as contract completion/renewal dates

• Prepare Photo Logs and Figures
• Data Entry & Formatting (Tables, Running Headers/Footers using Word and Excel)
• Document/deliverable compilation (combining multiple Word, Excel & PDF documents into Completion Reports for electronic delivery to client) (accuracy and quality extremely important)

Qualifications:

• High School Diploma (Associates or BS Degree Preferred)
• Strong Computer Skills (MS-Word, Excel, Outlook, Adobe)
• Accounting/Bookkeeping Experience
• Self-Starter, Able to Multi-Task, Strong Attention to Detail
• Strong Verbal and Written Communication

About Aerotek:

Our people are everything. As a Best of Staffing® Client and Talent leader, Aerotek® Inc. has distinguished itself as a leader in recruiting and staffing services, by having a deep understanding of the intersection of talent and business. As a strategic partner to more than 17,000 clients and 300,000 contract employees every year, Aerotek's people-focused approach yields competitive advantages for its clients and rewarding careers for its contract employees. Headquartered in Hanover, Md., Aerotek operates a network of over 230 non-franchised offices with more than 6,000 internal employees dedicated to serving our customers. Aerotek is an operating company of Allegis Group, a global talent solutions provider. To learn more, visit .

Aerotek is acting as an Employment Agency in relation to this vacancy.