Administrative Services Assistant 2

Administrative Services Assistant 2 - Field Clerk

This full-time contract Administrative Services Assistant 2 assignment - organizationally recognized as a "Field Clerk" - is based in Vancouver, WA. In this role, the successful candidate will provide comprehensive administrative and confidential support to the Longview District Operations & Maintenance (O&M) Manager within Transmission Field Services, serving a district of approximately 55 personnel across two maintenance headquarters.

Position Responsibilities:

• Provide a wide variety of confidential administrative/clerical tasks for the managers and staff for the assigned organization, managers and support staff.
• 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.
• Attend mandatory Administrative Team Meetings.
• Work as a team member to standardize, streamline and improve overall administrative processes throughout the organization.
• 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.
• Assist corporate manager in a variety of personnel and other actions for BFTE and CFTE.
• 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.

Education & 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
• Will need to participate in Proxy system to assist Manager in performance reviews of BFTE employees

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