Administrative Assistant

Civil Science is looking for a detail-oriented Administrative Assistant to join our Idaho team. In this role, you will provide vital administrative and financial support to project managers and office staff, helping ensure efficient operations and compliance with industry and government standards. If you're dependable, organized, and thrive in a fast-paced, collaborative environment, we want to hear from you.

Responsibilities:

• Answer and direct incoming calls in a professional and courteous manner
• Prepare and process invoices for four project managers, ensuring accuracy and timely submission
• Maintain and update mileage reports and logs for team members
• Review 315s and compile all necessary backup documentation for ITD and LHTAC project compliance
• Review certified payrolls on Davis-Bacon Act projects for accuracy and compliance
• Process and review subconsultant invoices, ensuring proper documentation and approvals
• Prepare and record deposits, coordinating with accounting as needed
• Assist in the preparation of project proposals and supporting materials
• Set up projects, phases, and budgets in Deltek Vantagepoint system
• Track and manage petty cash, ensuring documentation and reconciliation
• General administrative support including data entry, records management, and document preparation
• Coordinating meetings, staff events, and internal communications
• Supporting onboarding and basic HR documentation tasks
• Assisting with social media content or training materials (Canva/PowerPoint experience a plus)

Qualifications:

• Strong organizational skills with a high attention to detail
• Ability to multitask and prioritize responsibilities in a fast-paced setting
• Excellent written and verbal communication skills
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
• Ability to work independently and take initiative
• Previous experience in an administrative, accounting, or project coordination role is preferred

Preferred Requirements:

• Previous experience in Engineering firm accounting with knowledge of governmental requirements
• Familiarity with Deltek Vantagepoint or Deltek Vision ERP
• Graphics software experience a plus

Physical Requirements

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 20 pounds at times.
• Ability to set up and participate in activities, which may include squatting, bending, and lifting.

Why Join Civil Science?

• Ownership in Your Future: At Civil Science, we’re proud to be a 100% employee-owned firm. Through our Employee Stock Ownership Plan (ESOP), you’ll have the chance to grow your career and save for retirement.
• Room to Grow: Say goodbye to corporate red tape. Our agile structure empowers you to take ownership of projects, explore new roles, and accelerate your career.
• Work-Life Harmony: Your time outside of work matters. We offer flexibility to ensure your career complements your personal life.
• Comprehensive Benefits (Fulltime Employees): Enjoy three weeks of PTO, eight holidays, medical, dental, vision, life insurance, short/long-term disability, tuition reimbursement, and a 401K plan.

About Civil Science

Civil Science isn’t just another engineering firm—we’re a 100% employee-owned company with over 40 years of expertise and a bold vision for the future. Our team of talented engineers, surveyors, planners, and technicians partners with clients across the public and private sectors to deliver innovative and impactful solutions.

At Civil Science, we believe in investing in our people. As an employee-owner, you’ll enjoy unmatched opportunities for leadership, mentorship, and career growth, all within a culture that values collaboration, excellence, and entrepreneurial spirit. If you’re ready to join a firm that’s shaping the future of civil engineering, we’d love to have you on our team!

Candidates must have a valid driver’s license and be able to pass both a criminal background check and driving record review.

Civil Science evaluates and determines on a case-by-case basis whether it is willing to sponsor an individual to receive a temporary or permanent work visa (e.g., E-3, H-1B, H-1B1, or TN visa status).

Civil Science provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.