Administrative Services Assistant

CorSource; Vancouver (WA); On-site; USD 42,000 - 64,000; Full time

Job summary

CorSource Technology Group seeks an Administrative Services Assistant 2 to support the Construction Management and Inspection teams in Vancouver, WA. The role includes confidential clerical work for about 25 staff, calendar coordination, travel planning, and document management using Word, Excel, PowerPoint, Outlook, and SharePoint.

Requires 6 years of admin experience and a high school diploma; an associate or bachelor’s degree is preferred.

Qualifications

• High school diploma or equivalent required.
• Associate or bachelor’s degree preferred.
• 6 years of demonstrated administrative/clerical experience required.
• 4+ years of relevant work experience with Microsoft Office Suite.

Responsibilities

• Provide confidential administrative tasks for managers and staff.
• Be the primary administrative contact for Construction Management and Inspection.
• Manage and post spreadsheets, presentations, and documents to SharePoint.
• Proofread and draft correspondence for manager signature.

Skills

Calendar management

Travel coordination

Confidentiality

Communication

Teamwork

Education

High school diploma or equivalent

Associate or bachelor’s degree preferred

Tools

Word

Excel

PowerPoint

Outlook

SharePoint

Job description

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

19869

12 months

This position closes to submittals on September 16th.

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

Assignment

This full-time contract Administrative Services Assistant 2 assignment is located in Vancouver, WA and will provide administrative and confidential assistance to the Construction Management and Inspection organizations (supporting approximately 25 people). This assignment will also provide back-up and assistance to other Administrative Services Assistants and serve as liaison between the organizations, work units, and management support staff, keeping updated on issues, priorities, and sensitivities affecting work of the organization through consistent communication with Construction Managers and Inspectors, frequent interaction with other managers, and outside contacts.

Organization

The TFHM and TFHQ organizations are a collection of construction managers and inspectors, who are responsible for contractor-built high voltage and critical facility construction projects supporting transmission grid. This assignment works collaboratively and in partnership with the various construction managers, inspectors, and various company stakeholders. We value creativity, teamwork, and a "can-do" attitude!

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.
• Be the primary administrative contact for Construction Management and Inspection; address questions and business involving established policy, take messages, set appointments and/or refer visitors to other company personnel as appropriate.
• Build, maintain and post spreadsheets, presentations, and other documents to SharePoint sites.
• Proof, review, and when applicable, draft, correspondence and documents prepared for manager signature and validate conformance of the established administrative policies and regulations, confirm proper coordination and timely compliance with assigned action (Use Word, Excel, PowerPoint and Adobe Acrobat).
• Process and screen incoming and outgoing correspondence to include proof reading, to consist of the following:
• Review incoming correspondence and forward matters requiring action to appropriate staff. Verify proper coordination and timely completion of assignments.
• Sort and distribute incoming mail to appropriate recipient(s); as requested, review incoming correspondence.
• Administrative Team:
• Attend mandatory Administrative Team Meetings.
• Participate as a team member 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 and staff of appointments and other commitments that might have a bearing on future decisions.
• Organize, plan, prioritize, coordinate, schedule and verify appointments, meetings (in-person, phone conferences, web-based), conferences, and internal/external training classes for the managers and other staff (securing rooms, phone bridges, projection, and other meeting supplies). This may include associated logistics and any necessary equipment (securing rooms, phone bridges, projection equipment, etc.), drafting agendas and other meeting materials, coordinating speaking points, planning for guest(s)/guest speakers and researching and drafting background information for review, consideration and finalization by appropriate manager / personnel.
• Track Overtime/Comp Time authorizations for BFTE personnel.
• Verify completion of all required training for employees and managers by communicating what training is due, how to obtain training, submitting external training requests, and tracking training completion status.
• Update Business Continuity Plan (BCP) semiannually and verify Supervisors and staff are familiar with established emergency response procedures associated with current BCP during emergency situations and/or continuity events.
• 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 HR and verify all processes are tracked to completion within established timelines.
• Arrange travel (domestic, invitational and foreign), such as airline arrangements, hotel accommodations, and rental car and shuttle reservations, for the Manager, Lead and staff as needed, which may include:
• Assist in preparing and submitting passport documentation as necessary.
• Assist management and staff in setting up profiles in the company travel system (currently Concur).
• Prepare / draft necessary foreign and domestic forms associated with travel.
• Prepare and process travel authorizations and vouchers for group managers and staff using Concur.
• 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 and adherence to company’s established guidelines and policies for certification by manager(s) and supervisor(s) using the Company Business Enterprise System (BES), HRMIS and Fieldglass.
• Coordination of cell phone requirements and inventory for staff, including ordering, receiving, service setup, delivery, collection.
• Coordinate and track employee’s medical surveillance appointments using the Occupational Safety and Health Information System (OSHIS).
• Referencing Procurement and Payments Policy:
• Coordinate with the manager and/or supervisor to verify Purchase Card (P-Card) statements are accounted for in a timely manner.
• Perform corrective reviews of P-Card information provided by cardholders prior to entry of data in Asset Suite:
• Correct Task, ABM and DCE being used.
• Receipt and required information are included with the transactions before submission to the Approving Official (AO).
• No improper charges on receipts, statements, invoices.
• Submit information into Asset Suite for P-Card holders in their work group.
• Upload/email P-Card statement and invoices to the AO within prescribed timelines.
• Maintain the organizational SharePoint site including updating changes and adding new content.
• Establish, maintain, and administer SharePoint organization, team and other meeting/project sites including setting up document repositories, calendars, workspaces, and tracking lists. Assists with content and permissions.
• Manage all records in accordance with the Information Governance & Lifecycle Management (IGLM) policy and procedure and compliance requirements:
• May coordinate or assist with manager with organizational and company events such as presentations, employee engagement, retirements or project or employee recognition celebrations. *

*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.
• Intermediate to advanced skills/experience with SharePoint or a similar system 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.

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