Administrative Services Assistant

We are CorSource Technology Group, a locally owned technical staffing and recruiting firm in Portland, Oregon.

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19782

Administrative Services Assistant 2

12 months

Vancouver

This position closes to submittals on June 10th.

Position requires the ability to meet federal background and compliance requirements.

OVERVIEW

Assignment

This full-time contract Administrative Services Assistant 2 assignment provides a wide range of professional and confidential administrative support as well as data entry and tracking for the Systems Engineering (TEN) organization in the Transmission Engineering & Technical Services (TE) division at the company. The assignment has responsibilities that support all of TEN including sub-orgs Facilities Engineering (TENF), Network & Support Engineering (TENN), Project Engineering Telecom (TENP), and RAS Engineering (TENR).

Organization

Systems Engineering (TEN) is responsible for the application engineering, design, and technical leadership for Remedial Action Scheme (RAS) control systems, telecommunications systems, telecommunications network design, and facilities engineering. TEN provides the Telecom, RAS, and Facilities engineering expertise necessary to sustain and advance transmission assets. Ensure an efficient, cost-effective, and maintainable transmission system that safely and reliably delivers value to our customers.

Successful candidates for this position will be detail-oriented, with exceptional and tactful communication skills (verbal and written), able to work independently and in a collaborative team environment. This position requires a self-directed individual with the ability to negotiate often shifting or ambiguous priorities under tight deadlines, while maintaining professional composure.

ASSIGNMENT RESPONSIBILITIES

Note: All official drafts, documents and recommendations, as listed below, must be reviewed, finalized and approved / accepted by appropriate manager or other federal personnel with the authority to do so.

• Provide a wide variety of confidential administrative/clerical support to managers and/or management staff; serve as liaison/point of contact between staff and other work groups, facilitate communication and appropriate actions; and assist with the day-to-day operations, which may include:
• Greet visitors; address questions and business involving established policy or routine matters, take messages, set appointments and/or refer visitors to other personnel as appropriate;
• Answer and screen telephone calls; respond to most questions and complete most business involving established policy or routine matters; forward complex questions and matters to appropriate 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:
• Process outgoing mail and prepare materials for mailing, including providing self-addressed stamped envelopes, when appropriate.
• Provide input and recommendations for potential process / procedural improvements.
• Update and maintain desk reference manual.
• Serve as backup to other Administrative Assistants as needed.
• Assist the Manager and staff in the development and draft of organizational documents, Standard Operating Procedures, governance, and internal control procedures as changes and processes occur; assist and promote implementation of management-approved process and procedural changes.
• Administrative Team:
• 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
• Organize, coordinate, schedule and verify appointments, meetings, conferences, and training for Managers and other staff as circumstances dictate, which may include:
• Scheduling and arranging meetings, conferences and training, including associated logistics and any necessary equipment (securing rooms, phone bridges, projection equipment, etc.).
• Informing meeting participants of arrangements and of any changes.
• Compiling, organizing and verifying appropriate files, notes and other materials are in order and ready for use at meetings, appointments, etc.
• Drafting agendas; making arrangements for guest(s) / guest speakers and research and drafting background information / materials.
• As requested, attending and taking meeting minutes / notes, transcribing / drafting and distributing as appropriate.
• Informing manager/staff of appointments and other commitments that might have a bearing on future decisions.
• Coordinating events such as off-site meetings, including all logistics, meeting materials and agendas.
• Assist the manager in a variety of personnel and other actions for BFTE and CFTE which may include:
• Preparing CFTE employee assignment extension documents; implement, tracking documentation, and performing associated follow-up to obtain required signatures and approval.
• Assist employees and managers with completion of all required training by communicating what training is due, how to obtain training, submitting external training requests, and tracking training completion status.
• Assist manager by keeping abreast of training deadlines and necessary personnel actions.
• Set up and coordinate interviews and meetings for managers, including preparing proper access documents, interview packets, and escorting visitors. Coordinating and tracking reporting requirements and activities related to federal staff including creation/submission of travel documents and telework agreements and required training.
• 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 Capital Management (HCM) is accurately completed within established timelines.
• Coordinating and assisting managers and staff with Time & Attendance per established procedures, which may include:
• Preparing and reviewing federal personnel time and attendance reporting to verify accuracy for certification by manager(s) and supervisor(s) using the Company Business Enterprise System, HRMIS and Fieldglass.
• May serve as timekeeping power user (able to input time for others as requested).
• Maintaining and reconciling employee leave calendar submissions with payroll.
• Checking leave slips to verify accuracy using organizational leave calendars and other documentation. Verifying that time has been approved.
• Using Fieldglass, review time sheets for contract personnel to verify that reporting is accurate.
• Verifying 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.
• Provide overall administrative support to staff members by acting as the liaison with HCM, IT, SLMO, Workflow Connection, Security, Safety, Motor Pool, Facilities / Space Management and administrative services groups which may include processing, coordinating, requesting and tracking:
• 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.
• Requests for needed office supplies and distribute to appropriate staff per established procedures.
• May provide basic information/support to the manager by viewing/providing information utilizing DOE’s Performance Management System.

Organizational Specific Responsibilities:

• Assist organizational managers with Sunflower inventory data entry and ongoing inventory audits for tracked personal property items.
• Assist organizational managers with budget tracking for awards, conferences/training, and materials and equipment.
• Perform data entry for Micro-Purchase Program, contracts, materials, changes, and invoices.
• Drive GOV’s to and from service appointments. Report mileage every month.
• Maintain TEN team SharePoint sites by updating posted information and links, creating pages, and managing libraries.

*Participation/attendance in voluntary events is NOT billable to the company. Time spent planning and organizing these events is considered part of the duties of the assignment and may be performed on billable time.

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.
• 4+ 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).

All qualified applicants at CorSource Technology Group will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

Does this position sound interesting, but perhaps not for you? If you know of a friend or colleague that could be a match, your referral could be worth a referral bonus.

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