Administrative Assistant

FWI (FedWriters, Inc.)

Vancouver (WA)

On-site

USD 50,000 - 58,000

Full time

3 days ago

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Benefits offered by this job

Health Insurance

Dental Insurance

Vision Insurance

Long-term Disability Insurance

Life Insurance

401(k) Plan

Holiday Pay

Paid Time Off

Job summary

FWI is seeking an Administrative Assistant to support the Western Federal Lands Highway Division on-site. The role spans office tasks, records management, meeting coordination, time and attendance, fleet management, and entry for travel and HR-related systems.

The ideal candidate has 4+ years in admin roles, excels in MS Office, and can communicate effectively with senior leaders while maintaining accuracy and confidentiality.

Qualifications

High School Diploma required.
Accurate typing of at least 35 wpm.
4 years of experience in an Administrative Assistant style role.
Experience supporting senior level managers.
Proficiency with Microsoft Office products (PowerPoint, Word, Excel, Outlook, Access, SharePoint).
Experience with scheduling/conferencing apps (Adobe Connect, PolyCom VTC).
Familiarity with the Government Style Manual.
Strong grammar, proofreading, and written communication skills.
Strong communication across all levels of staff and contractors.

Responsibilities

Serve as liaison between Government and contractor staff and communicate clearly on items needing action.
Perform evaluations of contract staff to ensure timely, accurate results.
Coordinate schedules and daily activities of contract administrative staff.
Train and collaborate with other administrative assistants.
Provide training on technical and administrative tools and systems.
Demonstrate and mentor the use of software and systems essential to administrative functions.

Skills

Microsoft Office

PowerPoint

Word

Excel

Outlook

Access

SharePoint

SQL

Adobe Acrobat

Adobe Connect

Video Conferencing

Time & Attendance Systems

Education

High School Diploma

Tools

Skype

SharePoint

SQL

Adobe Connect

PolyCom VTC

Job description

Overview

Be part of the engine behind federal infrastructure operations, ensuring smooth, accurate, and efficient administrative support for the Western Federal Lands Highway Division. FWI is building a team to support the Western Federal Lands Highway Division (WFLHD), a division of the Federal Highway Administration, with on-site administrative support services. As an Administrative Assistant, you will provide support services that span a wide range of administration support responsibilities (i.e., office administrative tasks, correspondence and records management, meeting management, time and attendance, fleet vehicle management, preparation of office supply orders, entries for PRISM/DELPHI/E2 Travel, automated System Database Management, Human Resource support, financials, and Program Management support.

Overview

Work Schedule and Location

On-Site: This full-time on-site position will work Monday through Friday.

Responsibilities

Serve as a liaison and primary point of contact between the Government and contractor employees. This includes but is not limited to communicating clearly and timely with Government contacts (Contracting Officer, Contracting Officer’s Representative, Functional and Technical contacts, etc.) on behalf of the contract staff regarding significant items that require clarification, action, or coordination.
Perform routine and periodic evaluations of contract staff and their tasks to ensure completion in a timely, accurate, and customer-focused manner, with proper prioritization.
Coordinate schedules and direct the daily activities of contract administrative support staff under this task order. This includes monitoring employee attendance and ensuring adequate coverage and task alignment.
Train and collaborate effectively with other administrative assistants.
Provide training and guidance on technical and administrative tools and systems.
Demonstrate and mentor others in the use of software and systems essential to administrative functions, including but not limited to:

Microsoft Office Products (e.g. PowerPoint, Word, Excel, Outlook, Access, Publisher, Teams, Visio)
Skype, SharePoint, SQL, Adobe Products
Current web browsers (e.g., Internet Explorer, Edge, Chrome)
Video and web conferencing tools (e.g., Adobe Connect, PolyCom VTC, Microsoft Teams, Zoom)
Automated administrative tracking and management systems (e.g., travel management, time and attendance)
Other relevant data entry and administrative systems

Required

Qualifications

High School Diploma required.
Accurate typing of at least 35 wpm.
4 years of experience in an Administrative Assistant, Accounting Clerk III, Secretary III, Travel Clerk III, or equivalent position performing administrative support duties and operating various types of office equipment (i.e., multi-function printer/copier/scanner) and filing systems without day-to-day direction.
Significant experience communicating with individuals at all levels, both orally and in writing, with experience supporting senior level managers.
Highly proficient in the use of current Microsoft products such as PowerPoint, Word, Excel, Outlook, Skype, Access, SQL, SharePoint, current web browsers (e.g.. Internet Explorer, Edge, Google Chrome, etc.), Adobe Acrobat, and scheduling/navigating conference applications (i.e. Adobe Connect, PolyCom VTC, etc.), automated administrative tracking management systems (i.e. travel management, time and attendance), and other work-related data entry systems,
Highly proficient in grammar, spelling, punctuation, and preparation /proofreading all standard/executive level office documents, and
Familiarity with the Government Style Manual.
Writing – Communicating effectively with others in writing as indicated by the needs of the audience.
Active Listening – Listening to what other people are saying and asking questions as appropriate.
Speaking – Talking to others to effectively convey information.
Customer Service – Providing professional courtesies to all customers and stakeholders.
Critical Thinking Skills - Demonstrated clear judgement and independent decision making capabilities.
Information Gathering – Knowing how to identify and find essential information.
Information Organization – Finding ways to structure or classify multiple pieces of information.
Synthesis/Reorganization – Reorganizing information to arrive at a better approach to problems or tasks.
Product Inspection – Inspecting and evaluating the quality of products.
English Language – Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.