Administrative Assistant III

Spectra Tech, Inc.; Richland (WA); On-site; USD 52,000 - 78,000; Full time

Job summary

Spectra Tech, Inc. in Richland, WA seeks an experienced administrative professional to support management and staff with confidential, high-volume office duties.

Responsibilities include document control, travel coordination, onboarding, reporting, and coordinating facilities and equipment. The role requires discretion, strong organizational skills and expert knowledge of MS Office and standard office etiquette.

Qualifications

• Requires a high school diploma or GED with a minimum of five years of progressive administrative experience, including leadership responsibilities and independent decision-making authority.
• Proficient in Microsoft Office programs and Energy Northwest's information management tools; strong document handling and spelling/grammar skills.
• Ability to handle sensitive and confidential information professionally and with discretion.
• Excellent organizational, planning and time management skills; ability to manage complex projects and work under pressure.
• Strong communication skills, both oral and written, and ability to interact with management and staff at various levels.

Responsibilities

• Maintain documents in accordance with recordkeeping requirements.
• Prepare travel authorization/expense forms and coordinate travel arrangements.
• Monitor department qualifications and coordinate onboarding; prepare personnel-related paperwork.
• Prepare reports, correspondence, and presentations for senior management and board.
• Provide office management and administrative support for the department.
• Handle inquiries as a first point of contact, directing to appropriate staff.
• Distribute department mail and faxes; monitor sensitive items.
• Maintain office supply inventory and order as needed within budget.
• Coordinate department facilities/equipment and site needs.
• Serve as subject matter expert for AR system; generate ARs and track actions.
• Coordinate dispositioning of AR-CF CRs; manage SharePoint site.
• Initiate contract requisitions and changes; coordinate annual funding of contracts.
• Reconcile monthly billing; register staff for training.
• Other duties as assigned.

Skills

Microsoft Office

Recordkeeping

Communication

Time management

Discretion

Problem solving

Education

High school diploma or GED

Tools

MS Word

MS Excel

PowerPoint

Job description

Job Description:

Under minimal supervision, performs advanced, diversified and confidential administrative duties. Provide day-to-day administrative support. Perform administrative activities on behalf of management which will include interacting with staff in the organization and with other staff. Perform secretarial and administrative duties in the support of normal/department functions including word processing, record keeping and filing, arranging meetings, answering telephones, directing visitors and scheduling activities.

Principal Accountabilities:

Maintain documents in accordance with recordkeeping requirements. Prepare travel authorization/expense forms and coordinate travel arrangements in accordance with travel procedures. Monitor all department personnel qualifications to ensure qualifications are properly maintained. Facilitate new department staff on-boarding (e.g. supplies, equipment, office orientation), schedule performance appraisals, and prepare personnel-related paperwork/records (e.g. SSIS, ERCS).Prepare various reports, correspondence, and presentations often of a confidential nature and for key audiences including senior management and the board. Provide office management and administrative support for the department. Receive and direct in-person and telephone inquiries, including the must-answer line, to appropriate staff in a timely and professional manner, answering all questions as able as a first point of contact. Distribute department mail and faxes daily, monitoring for items of a sensitive nature (e.g. Department of Labor allegations) and alerting appropriate staff in a timely manner. Maintain office supply inventory and place special orders within budget or as approved. Coordinate department facility and equipment needs (e.g. office furniture, printers, work orders).Serve as department subject matter expert for AR system. Generate ARs, prepare weekly reports and track all actions to timely closure. Coordinate dispositioning of AR-CF CRs. Design and maintain the CF Corporate SharePoint site. Initiate contract requisitions and changes. Coordinate annual funding of all CF contracts. Serve as credit card custodian. Reconcile monthly billing. Register staff for training. Other duties as assigned.

Skills and Experience:

Ability to handle sensitive and confidential information professionally and with discretion. Proficient in the use of Microsoft (i.e., Word, Excel, PowerPoint, Outlook, Access).Must have strong administrative, organizational, planning, and time management skills. Ability to handle complex projects. Ability to work under pressure and tight schedules. Perform work with minimal supervision. Must be detail oriented. Ability to be creative and participate as a valued team member. Able to solve problems, exercise good judgment, and make good decisions. Have effective communication skills, both oral and written. Must have the ability to take initiative and act independently. Good interpersonal skills. Ability to effectively interface with management/staff of various organizations and senior management team.

Required Education and Experience:

Requires a high school diploma or GED with a minimum of five years of progressive administrative experience, including leadership responsibilities and independent decision-making authority. Record of professional development to enhance the skills and knowledge for responsibilities assigned e.g., courses taken related to job enhancement or career growth).Ability to prepare documents utilizing Microsoft Office programs, and Energy Northwest's information management tools (Word, Excel, PowerPoint, and Action Tracking).Knowledge of general to advanced office management techniques including but not limited to, spelling, grammar, punctuation, and use of standard office equipment. Proper professional office etiquette.