Job Details

Administrative Assistant II

We are seeking a detail-oriented and highly organized Administrative Assistant II to support our team. This role is responsible for managing the full contract lifecycle from contract creation and assembly through execution, tracking, and final closeout while maintaining accurate documentation, supporting the contractor bid process, and managing contractor invoicing. This position plays a key role in ensuring contract accuracy, compliance, and efficiency across projects. The ideal candidate thrives in a fast-paced environment, demonstrates effective communication and document management skills, and can effectively manage multiple priorities. This individual will collaborate across teams, take ownership of contract administration processes, and proactively support successful project execution. This role offers the opportunity to support critical infrastructure and engineering projects while contributing to efficient, accurate contract processes that directly impact project success.

Responsibilities:

• Own and manage contract-related tasks within the contract intake system (MS Teams Planner App), ensuring accuracy, completeness, and timely processing.
• Administer RUS and non-RUS contracts from initiation through closeout, including routing for signature, tracking execution and approvals, and preparing final documentation.
• Prepare, track, and maintain Master Engineering Service Agreements (MSAs), amendments, and related documentation.
• Ensure accuracy and compliance by maintaining up-to-date contract records and identifying discrepancies.
• Support and coordinate the contractor bid process, including maintaining bidder lists and facilitating communication between clients and contractors.
• Generate and analyze construction progress and inventory reports to support project tracking and contractor invoicing.
• Review contractor invoices for accuracy, compliance, and approval readiness.
• Develop templates and forms to improve consistency in construction documentation.
• Assist with training related to contract processes and procedures.
• Promote process consistency, financial accuracy, and efficient project execution.
• Perform other related duties as assigned.

Education: High School diploma or equivalent. Experience: Required:

• 3+ years of contract administration or document control experience.
• Demonstrated advanced Excel skills (complex formulas).
• Strong organizational skills with exceptional attention to detail.
• Effective written and verbal communication skills.
• Strong interpersonal skills and professional etiquette.
• Ability to manage multiple projects and deadlines simultaneously.
• Dependable, with a willingness to support various functions across the company.

Preferred:

• Knowledge of engineering or construction contract terminology.
• Understanding of contract language and legal terminology.
• Experience coordinating across teams and managing documentation systems.
• Familiarity with contract types and contract management best practices.
• Experience supporting audit or compliance processes.
• Strong problem-solving skills with the ability to resolve discrepancies in contract and financial documentation.
• Familiarity with RUS standards.

Licenses, Certifications, Training Requirements: A valid motor vehicle driver's license in good standing is required. No DWI/DUI convictions.

Physical Requirements and Environmental Factors:

• Work is primarily computer work, and most assignments are performed in an office type environment.
• Flow of work involves receiving assignments from multiple people and the ability to complete assignments for multiple projects while meeting required deadlines. This will require prioritization skills and possible work after normal business hours on short notice.
• Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
• While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; taste or smell.
• The employee must occasionally lift and/or move up to 25 pounds.

Work Location: Office - Slayton, MN; Office - Bismarck, ND; Office - Lamar, MO. Hybrid eligibility may be considered based on business needs, training completion, and billable status.

Travel: Occasional travel

In the spirit of pay transparency, the starting base pay range for this position is exclusive of benefits. If you are hired at Finley Engineering, your base pay will be determined based on factors such as skills, education, and experience related to the position. In addition to those factors, we believe in the importance of pay equity and will also consider internal equity of our current associates as a part of the final offer. Hiring at the high end of the range would not be typical.

Qualified candidates must be legally authorized to be employed in the United States. Finley Engineering does not intend to provide sponsorship for employment visa status for this employment position.