Administrative Services Assistant 2

Job Title: Administrative Services Assistant 2
Job Number: 12017
Location: Onsite - Kalispell, MT
Travel: Up to 15% If need at Garrison and training
OT: Less than 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 full-time contract Administrative Services Assistant 2 position (organizationally known as a "Field Clerk") is located in Kalispell, Montana, and will provide administrative and confidential assistance to the Kalispell District Operations & Maintenance (O&M) Manager in Transmission Field (Two maintenance headquarters with approximately 40 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.


RESPONSIBILITIES

• 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 corporate 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.
  • 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.
  • Answer and screen telephone calls; respond to most questions and complete most business involving established policy or routine matters; forward questions and matters to appropriate corporate personnel as needed, following up to verify a timely response.
  • 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.
• 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 corporate 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 corporate 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 corporate manager / personnel.
  • 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 corporate manager's time and priorities make necessary.
  • As requested, attend and take meeting minutes / notes, transcribe / draft and distribute as appropriate.

• Assist corporate 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 corporate 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 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 according to the established procedures, which may include:
  • Prepare and review federal personnel time and attendance reporting to verify accuracy and adherence to corporate 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 corporate Business Enterprise System (BES), HRMIS and Fieldglass.
  • May serve as a 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.
• 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:
  • Computer, copier, and printer maintenance.
  • Requests for needed office supplies and distribute to appropriate staff per established corporate procedures.
  • 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).
• Referencing Procurement and Payments Policy:
  • Coordinate with the manager and/or supervisor to verify Purchase Card (P-Card) statements are accounted for in a timely manner.
  • Perform corrective reviews of P-Card information provided by cardholders prior to entry of data in Asset Suite:

• 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 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 manager with organizational and corporate events such as presentations, employee engagement, retirements or project or employee recognition celebrations.

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.

Additional Requirements

• Valid U.S. Driver's License is required.
• Access to the Workday Performance system is required.

Hazards & Risks

• Position requires the ability to lift and carry 10 pounds.
• Position requires a minimum level of physical ability sufficient to lift, carry, move and stack equipment weighing up to 10 pounds. Bending stooping, lifting, kneeling, reaching and walking for short distances (up to 500 yards) may be 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.