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Administrative Services Assistant 3

APR Staffing

Vancouver, WA

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JOB DETAILS
SKILLS
Administrative Management, Administrative Policies, Administrative Skills, Adobe Acrobat, Auditing, Background Investigation, Business Administration, Business Solutions, Calendar Management, Campaigns, Car Rentals, Car Reservation, Cellular Telephone, Computer Software, Computer Workstations, Conference Management, Conferences, Contract Management, Copying Machines, Customer Support/Service, Customer/Client Research, Data Management, Direct Response Advertising, Diversity Recruiting, Documentation, Driver's License, Establish Priorities, Fax Machines, Federal Contracts, File Maintenance, Government, Hardware Upgrades, High School Diploma, Human Resources, Information/Data Security (InfoSec), Inventory Management, Logistics, Mail Processing, Maintain Compliance, Meeting Minutes, Microsoft Excel, Microsoft Office, Microsoft Office 2010, Microsoft Outlook, Microsoft PowerPoint, Microsoft SharePoint, Microsoft Word, Onboarding, People Management, Performance Analysis, Performance Management, Performance Reviews, Photocopy, Plan Meetings, Policy Development, Printers, Printing, Problem Solving Skills, Procedure Development, Process Improvement, Process Management, Project Tracking, Record Keeping, Records Management, Regulations, Regulatory Compliance, Reimbursement, Sales Management, Schedule Development, Shipping/Receiving, Software Upgrades, Staff Training, Stewardship, Surveillance, Systems Administration/Management, Systems Maintenance, Team Lead/Manager, Team Player, Technical Recruiting, Technical Support, Teleconferencing, Telephone Skills, Testing, Time Management, Travel Planning, Travel Policy, United States Citizen, United States Department of Energy (DOE), User Documentation, Vehicle Driving, Willing to Travel, Writing Skills
LOCATION
Vancouver, WA
POSTED
3 days ago
Job Title: Administrative Services Assistant 3
Job Number: 12010
Location: Vancouver, WA - Onsite
Travel: Up to 5% for training & meetings
OT: 5% anticipated
Length: 1+ yrs, up to 5 years

MUST be US Citizen to be eligible to apply for Federal Background Check
Real ID or Passport REQUIRED for in-person interviews and onboarding
 
OVERVIEW
This assignment provides a wide variety of professional and confidential administrative support to the managers, supervisors, and immediate staff of the Customer Service Engineering organization. This assignment will facilitate and coordinate administrative processes and functions that support divisional programs and projects.

RESPONSIBILITIES
  • Provide a wide variety of confidential administrative and clerical tasks for the managers and support staff for the assigned organization(s).
  • Greet visitors, answer, and screen telephone calls, respond to most questions, complete most business involving established policy or routine matters, take messages, set appointments, and forward questions and matters to appropriate corporate personnel as needed, following up to verify a timely response.
  • Draft, edit, and proof documents, correspondence, research, and presentations using Word, Excel, PowerPoint, and Adobe Acrobat.
  • 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. 
  • 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 corporate manager / personnel of any concerns or response delays.
  • 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 corporate print shop to request printing services.
  • Update and maintain desk reference manual.
  • Serve as back-up to other org Administrative Assistants as needed.
  • Quickly align with manager and organizational priorities to monitor meetings, workflows, and delegated tasks, helping facilitate progress toward established targets. Assist with tracking the timely submission of documentation to the corporate HR Service Center (HR) and confirm that all administrative processes are monitored through to completion. Maintain and update project trackers (e.g., performance, training) for the corporate manager, highlighting any potential issues or scheduling concerns for their review.
  • 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 lower-level contract support personnel; may delegate assignments to other contract administrative personnel at the request of the corporate manager.
Administrative Team:
  • Organize and coordinate Organizational Administrative Team Meetings.
  • Attend mandatory Administrative Team Meetings.
  • 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 teamwork assignments.
  • Proactively coordinate managers’ daily Outlook calendars and schedules with full responsibility for scheduling and prioritizing assigned 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, coordinate, and schedule 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 agendas and other meeting materials, prioritizing scheduling requests for manager approval, and compiling background information for review and finalization by appropriate corporate managers or personnel.
    • Accept meeting invitations, assist with outside visitor requests, and schedule interviews.
    • Schedule and arrange meetings, conferences, and training, including associated logistics and any necessary equipment (securing rooms, phone bridges, projection equipment, etc.).
    • Assist, compile, organize, and verify appropriate files, notes, and other materials are in order and ready for use at meetings, appointments, etc.
    • Draft agendas, coordinate speaking points, plan for guest(s) / guest speakers, and research and draft background information / materials as requested.
    • Arrange for alternative representation if the corporate manager's schedule or priorities require it.
    • Attend meetings to take notes, and then draft, transcribe, and distribute meeting minutes as appropriate.
    • Inform managers and staff of scheduled events and upcoming commitments that are relevant to future decisions.
  • Assist corporate manager in a variety of personnel and other actions for BFTE and CFTE, including:
    • Prepare and enter requests for personnel actions into HRMIS.
    • Prepare federal employee (BFTE) award requests in HRMIS for manager approval, track awards, and prepare recognition certificates for the organization.
    • 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 the corporate HR Service Center (HR) is accurately completed within established timelines.
    • Coordinate and track reporting requirements and activities related to federal staff including creation/submission of travel documents, telework agreements, 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 contacts, and reimbursement tracking information.
    • Assist corporate manager by recommending and implementing approved staff recognition opportunities.
    • Track, maintain, update, and distribute annual renewal of Motor Vehicle Driver Authorizations, Travel Authorizations, Telework Agreements, and Overtime/Comp Time authorizations for federal (BFTE).
    • Complete appropriate new employee on-boarding activities and retirement documentation.
  • Prepare CFTE employee assignment extension documents; implement, oversee, and complete related documentation, and submit for proper review and approval, while performing associated follow-up to obtain required signatures and approval.
  • As a proxy for the DOE performance management system: assist managers with the preparation of annual managers’ and employees’ performance appraisal plans by facilitating administrative workflows, compiling documentation, and tracking status. Schedule and track to completion all managers’ and employees’ progress reviews, performing associated administrative follow-up to coordinate required signatures and approvals. 
  • Maintain a strong familiarity with the manager’s performance contract to track and monitor meetings, work, and delegated projects, assisting in ensuring that accountability is maintained and established targets are met. Assist in facilitating the on-time submission of documentation to the corporate HR Service Center (HR), tracking all processes to ensure completion within established timelines.
  • Arrange travel (domestic, invitational, and foreign), such as airline arrangements, hotel accommodations, rental car or shuttle reservations for the corporate Manager 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 the corporate manager and subject personnel of needed approvals, signatures, or other actions to enable timely reimbursement processing and reporting.
  • Work with managers and staff to coordinate time & attendance per established procedures, which may include:
    • Prepare and review federal personnel time and attendance reporting to verify accuracy for certification by manager(s) and supervisor(s) using the corporate Business Enterprise System (BES) and HRMIS systems. 
    • May serve as timekeeping power user (able to input time for others as requested).
    • Maintain and reconcile employee leave calendar submissions with 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 through Fieldglass 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, and administrative services groups to process, coordinate, request, and track:
    • Office moves and workstation adjustments using Workflow Connection.
    • Onboarding activities for new contract and/or federal personnel.
    • Computer, software upgrades, IT equipment, and other resource requests.
    • Computer, copier, and printer maintenance.
    • Coordination of badge return to SLMO.
    • 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.
    • Maintain office supply stock. Act as a point of contact for troubleshooting, configuration, inventory, and maintenance of office systems and processes.
    • Coordinate maintenance for Government Vehicles (GOV) assigned to the organization; drive GOVs to and from service appointments and report mileage monthly.
  • 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.
    • Maintain a tracking system of suspense items to verify timely compliance with scheduled responses or actions utilizing SharePoint. Coordinate and direct work unit responses for time-critical documents.
    • Maintain all records management within SharePoint, including physical and electronic official files, retention, and conformance.
  • Mark documents and maintain filing system(s), files, emails, and records in accordance with compliance requirements. Share and disperse documents 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 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.
  • May coordinate or assist with organizational and corporate events such as presentations, retirements, project or employee recognition celebrations, and Combined Federal Campaign (CFC) events. 
Organizational Specific Responsibilities:
  • Perform back-up formatting and quality review for all customer contracts that originate in the division.
  • Facilitate internal award process and prepare the certificates to be awarded at staff meeting monthly.
  • Prepare Network Memos for Vice Presidents’ signatures and distribution.
  • Prepare customer Loss Factor Letters for Account Executives’ signature.
  • Prepare and distribute Interconnection Facilities Studies packages to internal and external customers.  
  • Enter mileage for vehicles assigned to the division into the BES PS Financials program.
  • Assist the Customer Service Reliability Program (CSRP) with scheduling and correspondence as needed.
  • Coordinate electronic filing in Project Web Access (PWA).
  • Perform routine data stewardship functions for Customer Data Management (CDM) system data, including changes in Customer Service Engineer assignments and updating customer information in CDM.
 
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 (Microsoft Office 2010 proficiency required).
  • Intermediate to advanced skills/experience with SharePoint sufficient to support, manage, edit and maintain site.
Preferred Skills & Experience  
  • Working knowledge of SharePoint or similar system.
Additional Requirements  
  • Valid U.S. Driver’s License is required.
 
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 been recent 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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