Part-Time Office Administrative Assistant Go back to job listings

American International Contractors (Special Projects), Inc. (AICI-SP) has established itself as one of the leading construction firms in the Department of State, Overseas Building Operations (OBO) program. Our employees are our most valuable resources, and we strive to ensure that every one of them is treated as such.

We are currently seeking a part-time hourly Office Administrative Assistant to work out of our headquarters in Arlington, VA. The Office Administrative Assistant is an integral part of our team assisting a variety of departments: Finance, Human Resources, Office Management, and Security. This person should be extremely detail oriented, be able to juggle multiple tasks and prioritize appropriately. This position will report directly to the Finance Controller, however is also expected to take direction from others (HR Director/FSO) regarding certain human resource and security related functions.

This is a part-time hourly position; expectation is 20 hours/week (prefer 4 hours/day Monday – Friday).

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Assist Finance Controller:

  • Assist in maintaining an invoices log to track receipt dates, approval dates and payment dates; track PO numbers and amounts for project related invoices
  • Make copies for project related invoices and prepare supporting documents
  • Make copies after each check run, file, and mail out checks
  • Provide admin audit support during interim audit and year-end audit
  • Provide admin support for annual tax filings
  • Match receipts and credit card statements or expense reports and make copies
  • Set up new invoices folders for vendors

Additional Responsibilities:

  • Provide office management support
  • Filing, copying, faxing, and scanning of documents
  • Prepare shipping labels and letters and collate packets
  • Administrative assistance to team during proposal submissions (formatting resumes/documents, creating proposal binders, etc.)
  • Assist Human Resources Director with HR related projects, filing, and recruiting/hiring of Cleared Labor working overseas
  • Assist Facility Security Officer (FSO) with security related tasks/projects
  • Other duties as assigned

KNOWLEDGE, EXPERIENCE, AND SPECIAL SKILLS REQUIRED:

  • Bachelor’s degree; prefer 2-4 years’ experience in office management, administration, business, human resources or a related field
  • Proficiency with Microsoft Office software, especially Word and Excel
  • Extremely Detail-oriented
  • Excellent planning, organizational, verbal and written communication skills
  • Proven problem-solving ability
  • Self-motivated; little supervision needed. 
  • Ability to prioritize tasks, manage multiple tasks, and coordinate activities to meet deadlines is critical
  • Courteous, professional, diplomatic
  • Must maintain a high level of confidentiality
  • Must be authorized to work in the U.S.

PHYSICAL JOB DEMANDS:

Reaching above and below, stooping and bending.  Lifting/carrying/moving 1 to 15 pounds of weight in the form of paper, boxes, files, etc.  Manual dexterity to operate office equipment, filing, and perform specialized skills.  Requires a high degree of concentration in a busy office environment.

WORKING CONDITIONS:

Office environment.    Monday through Friday, 4 hours per day scheduled between 9:00 a.m. to 5:00 p.m.  Flexibility with hours is required.

NOTE:The above statements are intended to describe the general nature and level of the work being performed by individuals assigned this position.  They are not exhaustive lists of all duties, responsibilities, knowledge, skills, abilities, physical job demands and working conditions associated with the position                                                                                                    

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