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Administrative Services Assistant 3 - - Management Support

APR Staffing

Vancouver, WA

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JOB DETAILS
SKILLS
Administrative Management, Administrative Policies, Administrative Skills, Auditing, Background Investigation, Business Administration, Business Solutions, CGI (Common Gateway Interface), Calendar Management, Campaigns, Car Rentals, Car Reservation, Cellular Telephone, Cisco ASA (Adaptive Security Appliance), Computer Software, Conferences, Contract Management, Copying Machines, Corporate Planning, Document Management, Documentation, Driver's License, Establish Priorities, Facilities Management, Federal Contracts, File Maintenance, Government, Hardware Upgrades, High School Diploma, Human Resources, Information Technology & Information Systems, Information/Data Security (InfoSec), Inventory Management, Inventory Reports, Logistics Management, Mail Processing, Maintain Compliance, Meeting Minutes, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft PowerPoint, Microsoft Product Family, Microsoft SharePoint, Microsoft Word, Onboarding, Operational Support, People Management, Performance Management, Performance Reviews, Photocopy, Plan Meetings, Policy Development, Presentation/Verbal Skills, Printers, Printing, Problem Solving Skills, Procedure Development, Process Improvement, Project Tracking, Project/Program Coordination, Project/Program Management, Record Keeping, Regulations, Regulatory Compliance, Reimbursement, Safety/Work Safety, Security Analysis, Shipping/Receiving, Skype, Software Upgrades, Spreadsheets, Staff Training, Supply Chain, Surveillance, Systems Analysis, Systems Maintenance, Team Lead/Manager, Team Player, Technical Leadership, Technical Recruiting, Teleconferencing, Telephone Skills, Testing, Time Management, Travel Planning, Travel Policy, United States Citizen, United States Department of Energy (DOE), User Documentation, Vehicle Driving, WebEx, Willing to Travel, Writing Skills
LOCATION
Vancouver, WA
POSTED
2 days ago
Job Title: Administrative Services Assistant 3 - Management Support
Job Number: 12016
Location: Vancouver, WA
Onsite: 5 days per week


Travel: Up to 5% travel for local meetings
Length: 5 years

MUST be US Citizen to be eligible to apply for Federal Background Check
 
Requires Real ID and or Valid Passport to interview 

SUMMARY
 
This contract Administrative Services Assistant 3 assignment will provide confidential and professional support to the Logistic Services manager and to the Logistic Services department staff and other corporate personnel in the day-to day operations in support of supply chain functions. This assignment will provide a variety of program coordination, facilitating, planning, reporting, and administrative support services that contribute to meeting the mission and targets of the corporate Supply Chain. The ASA in this assignment may occasionally provide additional support for other organizations or other divisional Administrative Assistants
 
POSITION RESPONSIBILITIES 
  • Provide a wide variety of confidential administrative/clerical tasks for the managers and staff for the assigned organizations.
  • Answer and screen telephone calls, greet and screen visitors; address questions and business involving established policy, take messages, set appointments and/or refer visitors to other corporate personnel as appropriate.
  • Create/draft, edit, and proof documents, correspondence, research materials, and presentations using Microsoft applications
  • Prepare agendas and presentations, help identify appropriate attendees, schedule, and facilitate virtual meetings or events using advanced functions of Skype, WebEx, or other virtual event technology.
  • Attend meetings, record meeting minutes, as requested, transcribe, and disseminate as needed.
  • Build, maintain, and post spreadsheets, presentations, and other documents using an array of Microsoft products or other applications in use to SharePoint sites or Workgroup drives.
  • Proof, review, and, when applicable, draft, correspondence and documents prepared for manager signature, validate conformance of the established administrative policies and regulations, confirm proper coordination and timely compliance with assigned action, 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.
  • 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 corporate manager / personnel of any concerns or response delays.
  • Establish and maintain internal and external communication channels to coordinate smooth flow of information and positive working relationships. 
  • Perform scanning, photocopying, and work with the corporate print shop to request printing services.
  • Update and maintain desk reference manual.
  • Provide recommendations and instructions to staff to maintain conformance with general policies and correspondence procedures.
  • Come up to speed quickly on manager and organizational priorities 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, space management, annual requirements, etc.) for the corporate manager, alerting appropriate parties of any noted concerns.
  • Serve as liaison between organizations, work units, and management support staff. Keep up to date on issues, priorities, and sensitivities affecting work of the organization through consistent communication with the manager, frequent interaction with other managers, and outside contacts.
  • Coordinate with and provide administrative guidance to new and junior contract support personnel; may delegate assignments to other contract administrative personnel at the request of the corporate manager.
  • Serve as back-up to Tier II, Tier III and Tier IV level Administrative Assistants as needed.
  • Administrative Team:          
    • Attend mandatory Administrative Team Meetings in person, to the maximum extent possible.
    • Participate as a team member and 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 team work assignments
  • Proactively coordinate managers’ daily Outlook calendars and schedules with full responsibility for scheduling and prioritizing managers’ appointments, meetings, conferences and calendar:
    • Coordinate appointments, including commitments of time.  Advise manager 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 training for corporate managers and other staff (securing rooms, phone bridges, projection, and other meeting supplies).  This may include drafting agenda and other meeting materials and developing background information for review, consideration, and finalization by appropriate corporate manager / personnel.
    • Accept meeting invitations, assist with outside visitor requests, and schedule interviews.
    • Coordinate speaking points, arrange for guest(s) / guest speakers, and research and draft background information / materials as requested.
    • Arrange for representation by others if corporate manager’s time and priorities make necessary.
    • As requested, attend and take meeting minutes / notes, transcribe / draft and distribute as appropriate.
  • Assist corporate managers in a variety of personnel and other actions for BFTE and CFTE, including:
    • May be designated as a power-user and/or back-up for the DOE e-Performance management system. Coordinate and assist corporate managers with development of annual performance appraisal plans for federal personnel by assisting in implementing, completing, and facilitating documentation management. 
    • Schedule and track to completion all performance appraisals, progress reviews, mid-point reviews and discussions, while performing associated follow-up to obtain requisite signatures and approvals. Validate documentation submission to Human Resources (HR) is accurately completed within established timelines.
    • Coordinate and track reporting requirements and activities related to federal staff including creation/submission of travel documents and required training.
    • Register manager and staff for internal/external training classes and conferences.
    • Assist corporate manager with employee engagement activities and planning.
    • 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.
    • Maintain Employee Tracking Log, BFTE tracking, on-board reports, training, medical surveillance, emergency contact, and reimbursement tracking information.
    • Coordinate and track employee’s medical surveillance appointments using the Occupational Safety and Health Information System (OSHIS).
    • Update and maintain required reports, such as agency engagement plans.
    • Assist corporate manager by recommending and implementing approved staff recognition opportunities.
  • Track, maintain, update, and distribute annual renewals, such as: Motor Vehicle Driver Authorizations, Travel Authorizations, and Telework Agreements for federal employees.
  • Track and maintain Overtime/Comp Time authorizations for BFTE personnel.
  • Complete appropriate new employee on-boarding activities and retirement documentation.
  • Arrange travel (domestic, invitational, and foreign), such as airline arrangements, hotel accommodations, and rental car and shuttle reservations, for corporate 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 corporate 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 corporate travel procedures and policies.
  • Track, monitor and notify corporate 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 per established procedures, which may include:
    • Prepare and review time and attendance reporting to verify accuracy for certification by manager(s) and supervisor(s) using the corporate Business Enterprise System (BES), HRMIS and Fieldglass. 
    • May serve as timekeeping power user (able to input time for others as requested).
    • Maintain and reconcile employee leave calendar submissions with staff and payroll.
    • Check leave slips to verify accuracy using organizational leave calendars and other documentation.  Verify that time has been approved.
    • Using Fieldglass, review time sheets for contract personnel to verify that reporting is accurate.
    • Verify time and attendance procedures, policies and practices, including any special time recording requirements (admin leave, holidays, etc.) are communicated to management and staff in a timely manner.
  • Assist with scheduling interviews; prepare interview packet for assigned manager(s), coordinate with interviewee(s), schedule conference rooms or conference calls, and interview panel.
  • 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:
    • Onboarding activities for new contract and/or federal personnel.
    • Computer, software upgrades IT equipment and other resource requests.
    • Computer, copier, and printer maintenance.
    • Requests needed office supplies and distribute to appropriate staff per established corporate procedures.
    • Maintain office supply stock. Act as a point of contact for troubleshooting, configuration, inventory, and maintenance of office systems and processes.
    • Coordination of badge return to SLMO for contract workers (CFTE).
    • Coordination of cell phone requirements and inventory for staff, including ordering, receiving, service setup, delivery, collection.
    • Serve as organization’s central point of contact for accident reporting, including collection, correction, and distribution of required documentation, and communication with employees, managers, safety office, HR, and other resources regarding policy, regulations, etc.
    • Mark documents and maintain filing system(s), files, emails, and records in accordance with compliance requirements. Share and disperse documents only to appropriate personnel (those with a Lawful Government Purpose (LGP) to know). Mark and maintain all official records in accordance with the Information Security (INFOSEC) and Information Governance & Lifecycle Management (IGLM) standards and procedures. Validate that official records are accurately maintained for auditing purposes. 
    • With oversight and approval of the corporate 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.
  • Act as the subject matter expert on corporate administrative processes (such as expense processing). 
  • Support Supply Chain activities with guidance, instruction from Technology Supervisor or Project Manager (PM) by providing administrative support; document collection; process mapping, draft and finalize processes and procedures using Visio or other Microsoft applications; assist with coordinating reviews and document updates; post completed documents to SharePoint or other sites as directed. Examples include:
    • Internal Controls Working Group
    • NS Data Governance
    • CUII Implementation
    • Information Security Annual Assessment of Adherence
    • CGI / IGLM Hard Copy Records Inventory
    • Information Asset Plans
    • Common Controls Assessments for NS Systems of Applications
    • Regulatory Compliance Program Requirements
    • Quarterly Supply Chain Project updates, quarterly CAO updates, and annual Staffing Plan updates
  • May coordinate or assist with organizational and corporate events such as: presentations, retirements, project or employee recognition celebrations, and Combined Federal Campaign (CFC) events.  
     
    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 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. 
Additional Requirements:
  • Valid U.S. Driver’s License is required
  • Access to the DOE Performance Management System is required. Proxy
 
Pre-Employment Requirement
All employment offers are contingent upon successful completion of our pre-employment screening that may include drug testing, background/criminal check, and if applicable, must meet eligibility requirements for access to classified information.
 
APR Staffing is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law.
 
About APR Staffing
APR Staffing was born from the merger of two well-respected technical staffing firms in Portland. ieSolutions and Data Resource Group. Both companies have recently been award winners for the Portland Business Journal's Fastest-Growing Private Companies. The two firms, now as APR Staffing, make for one of the fastest-growing and most-respected professional and technical staffing companies in Oregon and Southwest Washington.
 
Collaborating with our customers, we augment their workforce with technical and administrative professionals. We provide only high-caliber, professional-grade resources throughout the Pacific Northwest.

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