Administrative Assistant 4

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Description/Job Summary

HGL (HydroGeologic, Inc.), is a full-service environmental science, engineering, and construction firm with over 30 years of experience providing environmental restoration solutions to federal, state, local, and private sector clients. HGL is one of the few companies that remain committed to research and development, offering a dynamic work environment for creative, energetic professionals. Currently, HGL has a position open for an Administrative Assistant 4, which is a mid- to senior-level administrative position, supporting an office of approximately 10 staff members in the Ballston Lake, New York. You can be part of the fast paced and ever-changing environmental field.


The successful candidate will be responsible for a variety of administrative duties, including clerical duties, supporting an office of approximately 10 staff members. Responsibilities will sometimes be confidential or complex in nature, in support of technical and management staff. Any combination of the following responsibilities may apply to an Administrative Assistant position 4:

  • Manage reports and planning documents production schedules. Report production requirements include: managing the production schedule of multiple reports being prepared simultaneously, formatting documents in MS Word®, printing and binding multiple hard copies, digital conversion to Adobe Systems® Portable Document Format (PDF), CD creation, file uploads, and maintaining project library copies
  • Format reports and other written documents in MS Word® according to HGL style guidelines and produce project documents in both hard copy and digital formats.
  • Create, update, and manage multiple spreadsheets in MS Excel
  • Submit daily, weekly, monthly, quarterly, semi-annual, and annual reports.
  • Process and track invoices for multiple projects.
  • Prepare and track purchase order requisitions.
  • Responsible for general office tasks such as: answering the phone, ordering supplies, processing daily mail, answering questions from employees/vendors, and making travel or meeting arrangements.

Some tasks of this position will fall under the Service Contract Labor Standards Act.

You will be expected to perform within general guidelines, with minimal direct supervision except in unusual situations, relying on past experience and sound judgment to accomplish the majority of assignments.

Required Skills

The successful candidate will be expected to have the ability to understand and perform assignments within the general prescribed guidelines. The following skills are required:

  • Advanced skill levels in use of word processing and spreadsheet programs in the Microsoft Office suite (MS Word and MS Excel) as well as Adobe Systems Portable Document Format (PDF).
  • Intermediate skill level in use of MS Outlook, including email, calendar sharing, and meeting scheduling.
  • Intermediate skill level in use of file sharing systems such as MS SharePoint or similar platform.
  • Excellent interpersonal skills, including effective verbal and written communication with all levels of technical and management staff as well as vendors.
  • Organized and detail oriented with the ability to multi-task and work as a team member.
  • Proficient in using standard office equipment.
  • Able to work extra hours under unique circumstances to meet firm deadlines.

Required Experience

For this position you must have 4+ years of related experience performing mid- to senior-level administrative, clerical, or office support responsibilities for more than one person.

Required Education

Minimum of a high school diploma or GED. 


  • A pre-hire drug test is required.
  • You must be in good physical condition and able to work standing for several hours while using office machines or when filing and should be able to lift up to 30lbs as needed to move items about the office.
  • Some positions may require US citizenship.
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We are an Equal Employment/Affirmative Action employer. We do not discriminate in hiring on the basis of sex, gender identity, sexual orientation, race, color, religious creed, national origin, physical or mental disability, protected Veteran status, or any other characteristic protected by federal, state, or local law.

If you need a reasonable accommodation for any part of the employment process, please contact us by email at or by phone at 703-478-5186 and let us know the nature of your request and your contact information. Requests for accommodation will be considered on a case-by-case basis. Please note that only inquiries concerning a request for reasonable accommodation will be responded to from this e-mail address.

For more information about our commitment to equal employment opportunity, please click here.