Staff Assistant

Job Summary of Roles and Responsibilities

POWER Engineers is currently seeking a full time Staff Assistant (SA) for the Substation Department in the Power Delivery Division. This position would be full time, in-office, in our Freeport, Maine office.

Staff Assistant Responsibilities

• Provides direct or indirect assistance to engineers, managers, and other departmental personnel, as well as general office support.

• Coordinates with design staff for the submittal of project deliverables (engineering documents). Submittal processes include printing, collating, binding, and packaging of hard copy and filing and transmitting of electronic design documentation per internal and various client requested procedures.

• Provides document control by creating and/or reviewing documents such as transmittal, letters, meeting minutes, specifications, reports, etc. and ensure POWER standard templates and formatting are followed.

• Responsible for maintaining department document log and other department logs and records.

• Support substation department managers in maintaining workload forecasting spreadsheets and producing weekly department meeting notes.

• Responsible for creating, copying, scanning, organizing, filing and following retention procedures for documents on various local and network storage devices.

• Processes project vendor submittals and deliverables and manage related project logs as applicable.

• Operates office equipment such as printers, scanners, and copy machines.

• Provide meeting/conference and training support (lodging room blocks, conference room reservations, calendar set-up, catering, attendee sign-in sheets).

• Maintains Department Calendars.

• Assists with travel arrangements and create/submit expense reports for staff.

• Performs onboarding and training for local new hires and is local HR liaison for associated paperwork.

• Sets up workspaces for new staff.

• Occasional travel to attend training.

• Perform other related duties as assigned.

Other Responsibilities

Fulfill the role as back-up to the Office Administrator for office building administrative items when needed.

• Support the Office Arbitrator in the management of vendor accounts for all services that support the office building.

• Create and track purchase requisitions and stock office and building materials and supplies.

• Implement and coordinate all Office Perks – Fruit Monday, Monthly Blood Pressure Checks, Annual “Baseline” Blood Test, etc.

• Coordinate with remote POWER staff for local meeting/training events (conference rooms, food, drinks).

• Support the Office Arbitrator for office building maintenance and repair work.

• Support office equipment operation by troubleshooting failures, calling for repairs, and monitoring.

• Manage the office fleet vehicle pool.

• Perform other related duties as assigned.

Required Education/Experience

• 3 years applicable experience or relevant degree.

• High School diploma or equivalent.

• Proficiency in Microsoft Office (Word, Excel, Outlook), Adobe and Bluebeam.

• Excellent communication skills, both written and verbal.

• Candidates must be legally authorized to work permanently in the U.S. without the need for work sponsorship.

• Able to multi-task, prioritize, and organize.

• Excellent time management skills.

• Able to work independently and as a team player.

• Self-starter, reliable, and hardworking.

• Able to take direction from multiple people.

• Able to learn new tasks and software.

• Accuracy and attention to detail.

Desired Education/Experience

• Notary Public or ability to become a Notary Public.

• Familiarity and relevant experience in engineering support.

• Associates degree in Business Administration or related field.

• Proficiency in Projectwise.

At POWER Engineers, you can have a rewarding career on every level. Our philosophy is simple: Do Good. Have Fun. Build Success.

You’ll work on fun and challenging projects and initiatives. You’ll have the chance to make a positive impact on society and the environment. And you’ll find the support, coaching and training it takes to advance your career.

Since we’re employee-owned, we get to make POWER a great place to work. That includes providing competitive compensation, professional development and a full benefit package:

• Medical/Dental/Vision
• Paid Holidays
• Vacation/Paid Sick Leave
• Voluntary Life Insurance
• 401K
• Telehealth Benefit covers all providers
• Maternity and Paternity Leave
• New Dads and Moms Benefit program
• Fertility Benefits
• Gender affirming care

POWER is a fun engineering firm. That might seem contradictory to some, but it works for us!

Salary DOE

EOE, including disability/vets

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