Administrative Services Assistant 2

Administrative Services Assistant 2

This full-time contract Administrative Services Assistant 2 assignment is located in Vancouver, WA and will provide administrative and confidential assistance to the Construction Management and Inspection organizations (supporting approximately 25 people). This assignment will also provide back-up and assistance to other Administrative Services Assistants 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 Construction Managers and Inspectors, frequent interaction with other managers, and outside contacts

Position Responsibilities

• Provide a wide variety of confidential administrative/clerical tasks for the managers and staff for the assigned organization, managers and support staff.
• Build, maintain and post spreadsheets, presentations, and other documents 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 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 BFTE personnel.
• 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.
• Update Business Continuity Plan (BCP) semiannually and verify Supervisors and staff are familiar with established emergency response procedures associated with current BCP during emergency situations and/or continuity events.
• 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 and policies 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, Workflow Connection, 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 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