Temporary Administrative/Professional Positions

Administrative Assistant

THIS IS A TEMPORARY EMPLOYMENT OPPORTUNITY

The Administrative Assistant provides onsite administrative support for the Tidal Basin/Michael Baker International team supporting the State of Alaska Division of Homeland Security and Emergency Management (DHS&EM). Based in the project office, this position supports expanded office operations through copying, scanning, emailing, filing, and tracking correspondence and payments. The role serves all disaster events currently supported under the Alaska contract and future events the team is authorized to support. The Administrative Assistant reports to the Project Manager and coordinates with designated State and project personnel.

Provide onsite administrative support to client representatives, program leadership, and project staff across all supported disaster events.

Copy, print, scan, and assemble documents; Track the event, applicant, project, subject, assigned staff, receipt and transmission dates, due dates, and status.

email or upload approved documents as directed and retain final copies, attachments, and transmission records.

Maintain organized electronic and physical files by event, applicant, and project, following established naming, version control, access, and retention procedures.

Maintain payment and reimbursement trackers, including requested and approved amounts, routing status, action dates, and payment references when confirmed by authorized personnel or source records.

Check payment packages and correspondence for clerical completeness, required attachments, signatures, and correct identifiers; coordinate missing information and route technical or financial questions to designated reviewers.

Compare tracking entries with source records, flag discrepancies or duplicate entries, follow up on pending actions, and alert the Project Manager to overdue items or processing delays.

Prepare routine status summaries of correspondence, payment requests, outstanding actions, and completed transactions by event and project.

Retrieve and organize records for project reviews, audits, and closeout; protect confidential, personal, and financial information using approved systems and handling procedures.

Support daily office operations, including monitoring supplies, coordinating copier and scanner support, and routing mail, calls, and administrative requests.

Coordinate meetings and prepare materials and follow-up notes. Assist with administrative time tracking, travel documentation, and briefing or training materials as directed.

Complete required training and perform other related administrative duties as assigned.

Proficiency in Microsoft Word, Excel, Outlook, and PowerPoint, including accurate data entry and maintaining spreadsheets and status logs.

Ability to operate copiers and scanners, organize electronic and paper records, and prepare, combine, and email PDF documents.

ability to prioritize concurrent requests across multiple events and projects.

Ability to learn State and project tracking systems, shared document repositories, and virtual meeting platforms.

Must have a high school diploma or equivalent; Minimum of one (1) year of administrative experience.

Experience supporting government, disaster recovery, or grant-funded program setting is preferred.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sexual orientation, national origin, disability, or status as a protected veteran. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.