Administrative Assistant / Office Manager

22nd Century Technologies, Inc.
Pay rate: $34.45/hr on w2
United States, California, Fremont
Sep 10, 2025
Title: Administrative Assistant / Office Manager Duration: 6 months Contract Pay rate: $34.45/hr on w2 Location: Fremont, CA 94538 Shift timings: Mon - Fri 8 AM - 5 PM BG/DT required: Yes Job Description: Prepares correspondence, reports, forms, construction specifications, agreements, and/or specialized documents from drafts, notes, or brief instructions, using standard office equipment such as a personal computer and word-processing, spreadsheet, and database software applications. Proofreads documents for accuracy, completeness, format, compliance with departmental policies, and correct English usage including grammar, punctuation, and spelling; returns document to originator if content or major format revisions are required. Maintains inventory for goods and supplies, places orders online, receives goods and supplies, submits invoices for approval, and releases invoices for payment in the financial system. Modifies and develops office procedures and practices to standardize processes. Uses a personal computer to enter and retrieve data using standard office applications such as MS Word, Excel, Access, or specialized applications depending on assigned organizational unit. Provides various office and organizational support to professional staff, including monitoring and maintaining workflows, advising of upcoming deadlines, and coordinating and organizing meetings. Maintains a variety of technical and office files in alphabetical, numerical, or coded format; scans and validates electronic files in document libraries and document management systems; develops and maintains document management and intranet sites; assists with purging records and files; and researches and responds to Public Records Act and other record requests from the public and technical and managerial staff. Prepares and updates a variety of reports, which may require research from several sources and use of arithmetic calculations. Maintains a variety of records, and processes various forms such as personnel forms, purchase requisitions, and other forms specific to assigned organizational unit. Requests pricing from vendors and assists organizational staff with the use of the District's financial system. Provides and requests factual information regarding District activities and functions; may assist customers and other members of the public. Receives and compiles technical information from engineers and others and incorporates into construction specifications and other bid documents; types, prints, advertises, and distributes completed documents; receives and manages bids and proposals, and issues and posts bid summaries and results; after approval, processes contractor progress payments per construction contracts. Organizes and oversees project files and a variety of other technical and office files; files and retrieves information, purges obsolete documents, and combines files as appropriate; assists in identifying files for off-site storage. Receives and responds to calls from developers, contractors, homeowners, and the general public; provides factual information which may require interpretation of policies and procedures; investigates and resolves customer service issues. Education and Experience: Possession of a high school diploma or its equivalent; and Office Assistant I: One (1) year of general office support work, which includes training or experience using a personal computer and standard word processing, spreadsheet, and database software applications. Additional Requirements: Must possess a valid California driver's license and have a satisfactory driving record.