Administrative Services Assistant

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

19840

Administrative Services Assistant 2

12 months

Pasco

This position closes to submittals on August 10th.

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

OVERVIEW

Assignment

This full-time contract Administrative Services Assistant 2 assignment (organizationally known as a “Field Clerk”) is located in Pasco, WA, and will provide administrative and confidential assistance to the Tri-Cities District Operations & Maintenance (O&M) Manager in Transmission Field (TF) (1 district with approximately 25 people). This assignment 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 company’s transmission grid.

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.
• 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.
• Process outgoing mail and prepare materials for mailing, including providing self-addressed stamped envelopes, when appropriate.
• Establish and maintain internal and external communication channels to coordinate smooth flow of information and positive working relationships.
• Perform faxing, scanning, photocopying, and work with the company print shop to request printing services.
• 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.
• Help resolve organizational administrative issues and work on solutions as a group.
• Complete teamwork assignments
• 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.
• Assist the manager in a variety of personnel and other actions for BFTE and CFTE, including:
• Prepare recognition certificates for the organization.
• Assist manager with preparing draft retirement letters.
• Track, maintain, update, and distribute annual renewal of Motor Vehicle Driver Authorizations, Travel Authorizations, Telework Agreements and Position Hazard Assessment (PHA) for federal (BFTE).
• Implements Personnel Security, Information Security, and the Employee Badging office requirements to support and serve as a designated field registrar for Public Trust Investigations and Personal Risk Assessments to badge and fingerprint all eligible employees using the USAccess system.
• Update and post Occupant Emergency Plan (OEP) semiannually and verify District Manager and staff are familiar with established emergency response procedures associated with current OEP during drills and emergency situations.
• 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 the 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, 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 Company Business Enterprise System, HRMIS and Fieldglass.
• Assist with scheduling interviews and preparing interview packets for assigned manager(s).
• Provide overall administrative support to staff members by acting as the liaison with HR, 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.
• Coordinate and track employee’s medical surveillance appointments using the Occupational Safety and Health Information System (OSHIS).
• 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 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’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