What are the responsibilities and job description for the Administrative Assistant - Fort Lee position at PCSI - Professional Contract Services, Inc?
PCSI is looking for an Administrative Assistant for our upcoming custodial contract with Fort Lee. The anticipated start date of this role is August 2026.
The Administrative Assistant provides administrative support for the team's operations leadership and other employees. This role is responsible for managing the office phone line, offering in‑person support to employees, and handling email communication. The Administrative Assistant also handles administrative tasks on department-specific systems, like processing background checks, submitting time sheets, and payroll-related data entry.
This position is based on-site in an office in the Fort Lee area. Typical hours are Monday-Friday, 8:00am-5:00pm.
Who We Are
PCSI is a non-profit organization whose mission is to enhance the lives of people with disabilities through employment, advocacy, partnerships, and innovation. We vet, prepare, lead, and sustain a skilled workforce that provides top-tier services at job sites across the country. Our areas of expertise are wide and diverse; total facilities maintenance, hospital environmental services, custodial and grounds, disability awareness training, job coaching, and job placement are just a few. We integrate people with disabilities and veterans into meaningful jobs with competitive wages and benefits. Serving people of all abilities in their life’s journey is at the heart of what we do.
What You'll Do As Administrative Assistant
What You'll Need
The Administrative Assistant provides administrative support for the team's operations leadership and other employees. This role is responsible for managing the office phone line, offering in‑person support to employees, and handling email communication. The Administrative Assistant also handles administrative tasks on department-specific systems, like processing background checks, submitting time sheets, and payroll-related data entry.
This position is based on-site in an office in the Fort Lee area. Typical hours are Monday-Friday, 8:00am-5:00pm.
Who We Are
PCSI is a non-profit organization whose mission is to enhance the lives of people with disabilities through employment, advocacy, partnerships, and innovation. We vet, prepare, lead, and sustain a skilled workforce that provides top-tier services at job sites across the country. Our areas of expertise are wide and diverse; total facilities maintenance, hospital environmental services, custodial and grounds, disability awareness training, job coaching, and job placement are just a few. We integrate people with disabilities and veterans into meaningful jobs with competitive wages and benefits. Serving people of all abilities in their life’s journey is at the heart of what we do.
What You'll Do As Administrative Assistant
- Assist in processing documents and materials, as assigned (e.g. applications, changes in employment status, payroll changes, etc.) to disseminate information to appropriate departments.
- Ensure year end transfer of files storage is accurately documented according to the records management policy.
- Prepare, manage, and submit all required contractual reports and invoicing to client. Maintain financial and various other records stored manually and electronically.
- Verify statistical reports for accuracy and completeness.
- Receive, respond, and document incoming calls as well as complaints received.
- Assist departments with special projects as needed.
- Process and distribute confidential and sensitive documents.
- Establish and maintain complex filling systems including safety training folders.
- Support other departments such as Accounting and Rehabilitation to aid personnel in administrative functions.
- Process documents to update and maintain employee files and records.
- Respond to written and verbal inquiries from management and external sources to provide information, facilitate communication among departments, and complete administrative tasks.
What You'll Need
- High school diploma or GED required.
- 1-2 years of prior office administration experience required, or equivalent combination of education and experience.
- Intermediate knowledge of Microsoft Office applications and PC functions.
- Ability to effectively listen and clearly communicate in person, in writing, and on the telephone.
- Ability to develop and maintain effective working relationships with employees, contract officials, and the public.
- Ability to maintain confidentiality in all aspects of the job.
- Ability to maintain attention to detail in composing, typing, and proofing materials, establishing priorities, and meeting deadlines.
- Ability to be a self-starter and have strong time management skills.
- Ability to work well under pressure, multi-task, and handle multiple priorities.
- Ability to work both with minimal supervision and as a team player.
- Ability to pass credit, criminal, drug, and driving screening.
- Ability to work any time or day of the week, including weekends and holidays.
- Possess valid driver’s license and maintain good driving record.
- If required, ability to obtain and maintain security clearance and base access to assigned site(s).