Administrative Services Assistant

CorSource; Portland (OR); On-site; USD 55,000 - 75,000; Full time

Job summary

CorSource Technology Group, based in Portland, OR, delivers specialized staffing and administrative services to engineering and technical teams. This assignment supports the Director of Real Property Services with high-level administrative and data-entry tasks, including confidential duties and cross-functional coordination.

The role requires strong Microsoft Office, SharePoint, and calendar-management skills, plus experience with HRMIS and Fieldglass.

Qualifications

• Requires high school diploma or equivalent.
• Associate or bachelor’s degree preferred.
• 6 years of administrative/clerical experience required.
• Proficient with Microsoft Office Suite and SharePoint.
• Experience with HRMIS, BES, Fieldglass is a plus.

Responsibilities

• Provide confidential administrative/clerical support to managers and staff.
• Greet visitors, screen inquiries, schedule appointments.
• Prepare documents using Word, Excel, PowerPoint, and Adobe Acrobat.
• Maintain action-tracking system to ensure timely responses.
• Coordinate calendars for Tier III and IV managers.

Skills

Microsoft Office

SharePoint

Calendar management

Data entry

Administrative support

Education

High school diploma or equivalent

Associate or bachelor’s degree preferred

Tools

Word

Excel

PowerPoint

Adobe Acrobat

SharePoint

HRMIS

Outlook

Fieldglass

Job description

We are CorSource Technology Group, a locally owned technical staffing and recruiting firm in Portland, Oregon.

19867

12 months

Portland

This position closes to submittals on September 16th.

Position requires the ability to meet federal background and compliance requirements.

OVERVIEW

Assignment

This full-time, contract Administrative Services Assistant 3 assignment provides a wide variety of professional and confidential administrative support as well as data entry to the Company Real Property Services (TER) organization. This assignment supports the Director of Real Property Services by providing high level administrative and technological support, as well as responding or escalating urgent matters and demands, acting with minimal oversight or direction, and facilitates the day-to-day communication workflow.

Organization

The Real Property Services (TER) organization encompasses three Tier 4 organizations with approximately 130 people. TER is fast paced, high pressure, with competing demands. Engineering & Technical Services is responsible for implementing the Transmission Capital Program, providing technical support for the Transmission Maintenance Program, and providing real property services to the agency.

ASSIGNMENT RESPONSIBILITIES

Note: All official drafts, documents and recommendations, as listed below, must be reviewed, finalized and approved / accepted by appropriate manager or other federal personnel with the authority to do so.

• Provide a wide variety of confidential administrative/clerical tasks for the managers and staff for the assigned organization, managers and support staff.
• Greet and screen visitors; address questions and business involving established policy, take messages, set appointments and/or refer visitors to other company personnel as appropriate.
• Create draft, edit, and proof documents, correspondence, research, and presentations using Word, Excel, PowerPoint, and Adobe Acrobat.
• Build, maintain and post Excel spreadsheets and PowerPoint presentations to SharePoint sites.
• Maintain a tracking system of action items to verify timely compliance with scheduled responses or actions. Coordinate and monitor work unit responses to time-critical documents; alert the manager / personnel of any concerns or response delays.
• Administrative Team:
• Organize and coordinate Organizational Administrative Team Meetings.
• Attend mandatory Administrative Team Meetings.
• Participate as a team member and in team meetings both professionally and collaboratively.
• Work as a team member to:
• Standardize, streamline and improve overall administrative processes throughout the organization.
• Help resolve organizational administrative issues and work on solutions as a group.
• Proactively coordinate managers’ daily Outlook calendars and schedules with full responsibility for scheduling and prioritizing Tier III and IV managers’ appointments, meetings, conferences and calendar:
• Coordinate appointments, including commitments of time. Advise manager of appointments and other commitments that might have a bearing on future decisions.
• Inform manager and staff of appointments and other commitments that might have a bearing on future decisions.
• Assist the manager in a variety of personnel and other actions for BFTE and CFTE, including:
• Prepare and enter requests for personnel actions into HRMIS.
• Prepare federal worker (BFTE) award requests in HRMIS for manager review/approval, track awards for BFTE, and prepare recognition certificates for the organization.
• May be designated as a power-user and/or back-up for the DOE Performance Management System. Coordinate and assist the manager with development of annual performance appraisal plans for federal personnel by assisting in implementing, completing, and facilitating documentation management.
• Assist the manager by recommending and implementing approved staff recognition opportunities.
• Track, maintain, update, and distribute annual renewal of Motor Vehicle Driver Authorizations, Travel Authorizations, and Telework Agreements for federal (BFTE).
• Track and maintain Overtime/Comp Time authorizations for BFTE personnel.
• Complete appropriate new employee on-boarding activities and retirement documentation.
• Prepare CFTE employee assignment extension documents; implement, oversee and complete related documentation, and submit for proper review and approval, while performing associated follow-up to obtain required signatures and approval.
• Designated as a proxy for the DOE Performance Management System. Coordinate and assist managers with development of annual managers’ and employees’ performance appraisal plans by assisting in implementing, completing, and tracking documentation management. Schedule and track to completion all managers’ and employees’ progress reviews, performing associated follow-up to obtain required signatures and approvals.
• Apply strong familiarity with manager’s performance contract to prioritize and track meetings, work, and delegated projects or tasks to maintain accountability and to assist in ensuring established targets are met. Validate on-time documentation submission to Human Capital Management (HCM) and verify all processes are tracked to completion within established timelines.
• Validate that travel is complete and process travel documentation in a timely manner and in accordance with federal and company travel procedures and policies.
• Track, monitor and notify the manager and subject personnel of needed approvals, signatures or other actions to enable timely reimbursement processing and reporting.
• Coordinate with managers and staff to coordinate Time & Attendance according to the established procedures, which may include:
• Prepare and review federal personnel time and attendance reporting to verify accuracy for certification by manager(s) and supervisor(s) using the Company Business Enterprise System (BES), HRMIS and Fieldglass.
• May serve as a timekeeping power user (able to input time for others as requested).
• Maintain and reconcile employee leave calendar submissions with payroll.
• Check leave slips to verify accuracy using organizational leave calendars and other documentation. Verify that time has been approved.
• Using Fieldglass, review time sheets for contract personnel to verify that reporting is accurate.
• Verify time and attendance procedures, policies and practices, including any special time recording requirements (admin leave, holidays, etc.) are communicated to management and staff in a timely manner.
• Assist with scheduling interviews through Fieldglass, preparing interview packets for assigned manager(s).
• Provide overall administrative support to staff members by acting as the liaison with HCM, IT, SLMO, Workflow Connection, Security, Safety, Motor Pool, Facilities / Space Management and administrative services groups to process, coordinate, request and track:
• Coordination of badge return to SLMO.
• Coordination of cell phone requirements and inventory for staff, including ordering, receiving, service setup, delivery, collection.
• Review and process Transmittals for Administrator/CEO Approval (TACs) for assigned organizations and ascertain conformance to administrative policies, procedures and regulations. Verify proper coordination and timely compliance with assigned action. Advise and provide guidance to confirm conformance with general policies and correspondence procedures.
• May coordinate or assist with organizational and company events such as: presentations, retirements, project or employee recognition celebrations, and Combined Federal Campaign (CFC) events.*
• Organizational Specific Responsibilities:
• Maintain Director’s appointment schedule by planning, prioritizing and scheduling meetings, conferences, teleconferences, and travel.
• Balance conflicting priorities to manage workflow; verify the Director’s completion of essential projects and meet critical deadlines.
• Validate Director is prepared for upcoming appointments by gathering materials necessary for each meeting.
• Reserve meeting rooms and verify required technology is functioning and available prior to the Director’s arrival, e.g. phone bridges, video conferencing, monitors, projectors, Teams (95%), WebEx, Skype etc.

*Participation/attendance in voluntary events is NOT billable to the company. Time spent planning and organizing these events is considered part of the duties of the assignment and may be performed on billable time.

REQUIREMENTS

Education & Corresponding Experience

• High school diploma or equivalent is required.
• Associate or bachelor’s degree in office administration/management, Business Administration/Management, or a related field is preferred.
• 6 years of demonstrated administrative/clerical experience is required.

Required Technical Skills & Experience

• 4 or more years of relevant work experience in administrative support functions with Microsoft Office Suite programs such as Word, PowerPoint, Excel and Outlook.
• Video Conferencing capabilities and technical skills via TEAMS, WebEx
• High volume calendar & e-mail triage/management skills are critical
• Intermediate to advanced skills/experience with SharePoint sufficient to:
• Support, manage, edit and maintain site.

All qualified applicants at CorSource Technology Group will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.