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: ***email_hidden***, 503-726-4545

19790

Administrative Services Assistant 2

12 months

Vancouver

This position closes to submittals on June 24th.

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

OVERVIEW

Position

This full-time contract Administrative Services Assistant 2 position (organizationally known as a “Field Clerk”) is located in Vancouver, WA, and will provide administrative and confidential assistance to the TFHS Specialty Services, part of Construction Services in Transmission Field (TF) (with approximately 75 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 the 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!

POSITION 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.
• Accept meeting invitations, assist with outside visitor requests and schedule interviews.
• Assist, compile, organize and verify appropriate files, notes and other materials are in order and ready for use at meetings, appointments, etc.
• Arrange for representation by others if the manager’s time and priorities make necessary.
• As requested, attend and take meeting minutes / notes, transcribe / draft and distribute as appropriate.
• 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).
• Track Overtime/Comp Time authorizations for BFTE personnel.
• 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.
• 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.
• Designated as a Talent Partner for the Workday 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.
• Apply strong familiarity with manager’s performance contract to prioritize and track meetings, work, and delegated projects or tasks to maintain accountability and to assist in ensuring established targets are met. Validate on-time documentation submission to HR and verify all processes are tracked to completion within established timelines.
• 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 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 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 HRMIS and Fieldglass.
• Correct work order/project order being used.
• Correct Task, ABM and DCE being used.
• Receipt and required information are included with the transactions before submission to the Approving Official (AO).
• No improper charges on 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 company. 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.
• 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.

***email_hidden***, 503-726-4545