What are the responsibilities and job description for the Administrative Services Assistant position at CorSource?
We are CorSource Technology Group, a locally owned technical staffing and recruiting firm in Portland, Oregon.
We encourage you to submit your resume to the job posting link, or directly contact: recruiting@corsource.com, 503-726-4545
19822
Administrative Services Assistant 2
12 months
Kalispell, MT
This position closes to submittals on July 22nd
Position requires the ability to meet federal background and compliance requirements.
OVERVIEW
Assignment
This full-time contract Administrative Services Assistant 2 position (organizationally known as a “Field Clerk”) is located in Kalispell, Montana, and will provide administrative and confidential assistance to the Kalispell District Operations & Maintenance (O&M) Manager in Transmission Field (TF) (Two maintenance headquarters with approximately 40 people). This position will also provide back-up and assistance to other Field Clerks 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 the District Managers, frequent interaction with other managers, and outside contacts.
Organization
The TF organization is a collection of various skilled crafts, such as electricians and linemen, which are responsible for both the planned and emergency operations and maintenance of agency’s transmission grid. This position works collaboratively and in partnership with the various District Managers and other Field Clerks and external support staff to ensure that Field Services’ mission and strategies are successfully completed. 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.
• Greet and screen visitors; address questions and business involving established policy, take messages, set appointments and/or refer visitors to other personnel as appropriate.
• Build, maintain and post Excel spreadsheets and PowerPoint presentations 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).
• Provide recommendations and instructions to staff to maintain conformance with general policies and correspondence procedures.
• 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 manager / personnel of any concerns or response delays.
• Answer and screen telephone calls; respond to most questions and complete most business involving established policy or routine matters; forward questions and matters to appropriate personnel as needed, following up to verify a timely response.
• Serve as back-up to other Tier III level Administrative Assistants/Field Clerks as needed.
• Come up to speed quickly on manager and organizational priorities in order to track meetings, work, and delegated projects or tasks to maintain accountability, confirming established targets are met. Validate on-time documentation submission to Human Resources (HR) and verify all processes are tracked to completion within established timelines. Review and update project trackers (performance, training, etc.) for the manager, alerting appropriate parties of any noted issues / concerns.
• 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.
at travel is complete and process travel documentation in a timely manner and in accordance with federal and travel procedures and policies.
• Track, monitor and notify 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 established guidelines, policies, and negotiated bargaining agreements (such as Columbia Power Trade Council (CPTC) for hourly workers) for certification by manager(s) and supervisor(s) using the Agency’s Enterprise System, HRMIS and Fieldglass. receipts, statements, invoices.
• Submit information into Asset Suite for P-Card holders in their District.
• 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:
• File and disperse documents/letters to appropriate personnel.
• Validate that official records are accurately maintained for auditing purposes.
• With oversight and approval of the manager / federal personnel, provide an annual review and inventory of official files and maintain the organizational file outline.
• 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 manager with organizational and events such as presentations, employee engagement, retirements or project or employee recognition celebrations.*
*Participation/attendance in voluntary events is NOT billable to the client. Time spent planning and organizing these events is considered part of the duties of the position 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 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.
Does this position sound interesting, but perhaps not for you? If you know of a friend or colleague that could be a match, your referral could be worth a referral bonus.
recruiting@corsource.com, 503-726-4545