Administrative Support Assistant

Talentify; Portland (OR); On-site; USD 42,000 - 65,000; Full time

Job summary

Talentify is seeking an Administrative Support Assistant for its Engineering & Construction Division. This highly structured role provides support and customer service for timekeeping, travel operations, property accountability, reimbursements, correspondence, procurement, and related duties.

The position focuses on maintaining tracking systems, preparing reports, coordinating travel, and ensuring compliance with policies while supporting staff and management in daily administrative functions.

Qualifications

• Background suitability determination may be required.
• Experience with timekeeping, travel operations, and reimbursements.
• Ability to manage property records and procurement processes.
• Prepare reports and use databases and spreadsheets.

Responsibilities

• Screen, route, and distribute incoming correspondence; manage a formal suspense and tracking system to ensure timely responses; draft replies to routine inquiries.
• Prepare monthly administrative reports and presentations using databases, spreadsheets, and graphics software; automate reporting methods; requisition office supplies and IT equipment using a GPC protocol.
• Coordinate with the Sub-Hand Receipt Holder to track, survey, and account for all nonexpendable property; update the master property book database; maintain the Document Control Register.
• Provide travel policy guidance to staff and prepare all official travel requests and documentation.
• Act as the primary timekeeper using the automated timekeeping system; audit time and leave records including payroll corrections.
• Serve as Training Coordinator; administer annual training surveys; assist with IDPs; coordinate specialized technical training courses.

Skills

Timekeeping

Travel coordination

Property accountability

Tools

GPC protocol

Document Control System

Job description

About the Position:

Serves as an Administrative Support Assistant. This is a highly structured administrative position that provides support and customer service to our Engineering & Construction Division personnel. Duties include assisting with timekeeping and travel operations, property accountability, reimbursements, correspondence, procurement, and more.

Duties

• Screen, route, and distribute incoming correspondence; manage a formal suspense and tracking system to ensure timely responses; and draft replies to routine, non-technical, and administrative inquiries on own initiative.
• Prepare monthly administrative reports and presentations using databases, spreadsheets, and graphics software; automate reporting methods; and requisition office supplies and IT equipment using a government purchase card (GPC) protocol.
• Coordinate with the Sub-Hand Receipt Holder to track, survey, and account for all nonexpendable property; update the master property book database; and maintain the organization's Document Control Register.
• Provide travel policy guidance to staff and prepare all official travel requests, vouchers, and associated mission-travel documentation.
• Act as the primary timekeeper utilizing the Corps of Engineers automated timekeeping system; manage and audit comprehensive time and leave records, including overtime, payroll corrections, leave without pay, and family leave programs.
• Serve as the organization's Training Coordinator; administer annual training surveys; assist personnel with Individual Development Plans (IDPs); and coordinate specialized technical training courses with civilian personnel and instructors.

Requirements

• Appointment may be subject to a suitability or fitness determination, as determined by a completed background investigation.