Administrative Services Assistant

CorSource; Vancouver (WA); On-site; USD 52,000 - 76,000; Full time

Job summary

CorSource Technology Group is seeking an experienced administrative professional to support the Transmission Chief of Staff and related teams (TAB, TAS, TAA). The assignment covers confidential clerical tasks, calendar management, document drafting, and meeting coordination for Tier III/IV managers.

Candidates should have 6+ years of administrative experience, strong MS Office and SharePoint skills, and the ability to comply with federal requirements.

Qualifications

• High school diploma or equivalent is required.
• Associate’s 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.
• 4+ years of relevant work experience with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Intermediate to advanced skills with SharePoint or similar system to support/manage/edit/maintain sites.

Responsibilities

• Provide confidential administrative/clerical tasks for managers and staff.
• Greet and screen visitors; manage questions, schedule appointments and direct to appropriate personnel.
• Create, edit, and proof documents, research, and presentations using Word, Excel, PowerPoint, and Adobe Acrobat.
• Build and maintain Excel spreadsheets and PowerPoint presentations on SharePoint sites.
• Attend meetings, record minutes, and disseminate as needed.
• Coordinate calendars and scheduling for Tier III and IV managers, including meetings, conferences, and training.

Skills

Administrative experience

Organizational skills

Education

High school diploma or equivalent

Associate’s or Bachelor’s Degree in Office Administration/Management or related field

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Outlook

SharePoint

Job description

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

19852

12 months

This position closes to submittals on August 26th.

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

OVERVIEW

Assignment

This assignment will provide a full suite of administrative support for Tier 3 organizations under the Transmission Chief of Staff (TA) organization including Business Operations (TAB), Strategy & Business Management (TAS), and potentially Aircraft Services (TAA) as well as ongoing support for Transmission Student Development program participants (TD).

Organization

The Transmission Chief of Staff (TA), “CoS”, reports directly to the Senior Vice President of Transmission Services (SVP) for the company. The CoS is a principal manager and senior policy advisor to the Transmission Senior Vice President (SVP) and the Transmission Executive Team regarding the strategic direction and execution of Transmission initiatives and operations. The CoS is also the chairperson of the Transmission Internal Operation Manager (IOM) team and serves as the SVP-designated point of contact for other company-wide organizations and committees. The CoS is also responsible for the business line’s internal operations, including Aircraft Services (TAA), Business Operations (TAB), and Transmission Strategy & Business Management (TAS) to ensure that Transmission Services’ strategic objectives are achieved in accordance with statutory and contractual obligations.

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 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.
• Attend meetings, record meeting minutes as requested, transcribe and disseminate as needed.
• 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.
• Organize, plan, prioritize, coordinate, schedule and verify appointments, meetings (in-person, phone conferences, web-based), conferences, and training for the managers and other staff (securing rooms, phone bridges, projection, and other meeting supplies). This may include drafting agenda and other meeting materials and developing background information for review, consideration and finalization by appropriate manager / personnel.
• 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.
• Coordinate and track reporting requirements and activities related to federal staff including creation/submission of travel documents and telework agreements and required training.
• Register manager and staff for internal/external training classes and conferences.
• Assist the manager with employee engagement activities and planning.
• 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.
• Maintain Employee Tracking Log, BFTE tracking, on-board reports, training, medical surveillance, emergency contact, and reimbursement tracking information.
• Update and maintain Gallup survey records; follow up with organizations to update the Gallup information.
• 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.
• 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.
• 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 job interviews 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.
• Serve as organization’s central point of contact for accident reporting, including collection, correction, and distribution of required documentation, and communication with employees, managers, safety office, HCM, and other resources regarding policy, regulations, etc.
• 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.
• Maintain a tracking system of suspense items to verify timely compliance with scheduled responses or actions utilizing SharePoint. Coordinate and direct work unit responses for time-critical documents.
• May coordinate or assist with organizational and company events such as: presentations, retirements, project or employee recognition celebrations, and Combined Federal Campaign (CFC) events.*
• 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:

• Transmission’s Student Program has an annual cycle that creates significant surge work periods associated with hiring each cohort of participants (current participant number is ~30, annual hiring may approach 30-50 new students into the program).

*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’s 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[MA(N4L1.1] 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.