About the position
Van Cleef Engineering Associates LLC is currently seeking a qualified and motivated part-time Office Assistant/Scanning Clerk to join our Phillipsburg, NJ office. As a mid-size consulting civil engineering firm with a strong presence in Pennsylvania and New Jersey, we specialize in providing land development and municipal engineering services, including structural, transportation, geotechnical, surveying, and construction inspection. The primary responsibility of this role will be to lead a significant project aimed at scanning files and engineering documents into an electronic format, enhancing our document storage capabilities. This position will also serve as a switchboard back-up, ensuring smooth communication within the office. The ideal candidate will work approximately 18-20 hours per week, ideally five days a week, between the hours of 8:00 AM and 4:00 PM. However, we are open to accommodating a flexible schedule to meet the needs of the right candidate. At Van Cleef, we pride ourselves on our workplace culture, having been recognized as a Best Place to Work in New Jersey for 2024, making it an excellent opportunity to join a supportive and dynamic team.
Responsibilities
- Support internal document retention plan by leading a document archival project
- Review document folders in boxes and sort documents, log/track files, scanning, copying, filing
- Create electronic records and storage in accordance with department and company procedures
- Provide updates on project status periodically
- Assemble reports with bindings, collating, and data entry
- Prepare submissions, including copying, stapling, sealing, and submitting documents to municipal offices or via FedEx
- Answer multiline phone system
- Provide general administrative support to our engineering professionals and administrative staff, as needed
Requirements
- 1-3 years of general administrative experience, willing to train the right candidate with less experience
- Experience with document scanning and archiving is a plus
- Experience with office equipment, including scanner, copiers, and computers
- Ability to use multiline phone system
- High School Diploma (or Equivalent) or College degree
- Professional and courteous demeanor and the ability to speak clearly
- Ability to occasionally lift document storage boxes up to 25-50 pounds and bend/stoop as needed
Benefits
- Flexible schedule
- Recognition as a Best Place to Work for 2024
