Administrative Services Assistant

• Location: Portland, OR
• Type: Contract
• Job #7646

Overview:

ACS Professional Staffing is looking for an employee to work on-site with our client. This Administrative Services Assistant role provides confidential support for the organization, handling various tasks simultaneously in a fast-paced environment. The ideal candidate thrives on interruptions, manages workflow, and assists both on-site and remote personnel. This full-time position is located in Portland, OR.

Responsibilities:

• Provide a wide variety of confidential administrative and clerical tasks for the managers and support staff for the assigned organization(s).
• Greet visitors, answer, and screen telephone calls, respond to most questions, and complete most business involving established policy or routine matters, take messages, set appointments, and forward questions and matters to appropriate personnel as needed, following up to verify a timely response.
• Create draft, edit, and proof documents, correspondence, research, and presentations using Word, Excel, PowerPoint, and Adobe Acrobat.
• 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.
• 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 manager / personnel of any concerns or response delays.
• 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 print shop to request printing services.
• Update and maintain desk reference manual.
• Serve as back-up to other org Administrative Assistants as needed.
• Come up to speed quickly on manager and organizational priorities to track meetings, work, and delegated projects or tasks to maintain accountability, confirming established targets are met. Validate on-time documentation submission to HR Service Center (HR) and verify all processes are tracked to completion within established timelines. Review and update project trackers (performance, training, etc.) for the manager, alerting appropriate parties of any noted issues / concerns.
• Serve as liaison between organizations, work units, and management support staff. Keep up to date on issues, priorities, and sensitivities affecting the work of the organization through consistent communication with the manager, frequent interaction with other managers, and outside contacts.
• Coordinate with and provide administrative guidance to lower-level contract support personnel; may delegate assignments to other contract administrative personnel at the request of the manager.
• Administrative Team:
  • Organize and coordinate Organizational Administrative Team Meetings.
  • 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.
• Proactively coordinate managers' daily Outlook calendars and schedules with full responsibility for scheduling and prioritizing assigned managers' appointments, meetings, conferences, and calendar:
  • Coordinate appointments, including commitments of time. Advise manager 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 training for managers and other staff (securing rooms, phone bridges, projection, and other meeting supplies). This may include drafting agenda and other meeting materials and developing background information for review and finalization by appropriate manager / personnel.
  • Accept meeting invitations, assist with outside visitor requests, and schedule interviews.
  • Schedule and arrange meetings, conferences, and training, including associated logistics and any necessary equipment (securing rooms, phone bridges, projection equipment, etc.).
  • Assist, compile, organize, and verify appropriate files, notes, and other materials are in order and ready for use at meetings, appointments, etc.
  • Draft agendas, coordinate speaking points, plan for guest(s) / guest speakers, and research and draft background information / materials as requested.
  • Arrange for representation by others if manager's time and priorities make necessary.
  • As requested, attend, and take meeting minutes / notes, transcribe / draft and distribute as appropriate.
  • Inform manager and staff of appointments and other commitments that might have a bearing on future decisions.
• Assist manager in a variety of personnel and other actions for BFTE and CFTE, including:
  • Prepare and enter requests for personnel actions into HRMIS.
  • Prepare federal employeeaward requests in HRMIS for manager approval, track awards, and prepare recognition certificates for the organization.
  • 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 HR Service Center (HR) is accurately completed within established timelines.
  • Coordinate and track reporting requirements and activities related to federal staff including creation/submission of travel documents, telework agreements, and required training.
  • Register manager and staff for internal/external training classes and conferences.
  • Assist manager with employee engagement activities and planning.
  • 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.
  • Maintain Employee Tracking Log, BFTE tracking, on-board reports, training, medical surveillance, emergency contacts, and reimbursement tracking information.
  • Assist manager by recommending and implementing approved staff recognition opportunities.
  • Track, maintain, update, and distribute annual renewal of Motor Vehicle Driver Authorizations, Travel Authorizations, Telework Agreements, and Overtime/Comp Time authorizations for federal.
  • Complete appropriate new employee on-boarding activities and retirement documentation.
• Prepare CFTE employee assignment extension documents; implement, oversee, and complete related documentation, and submit for proper review and approval, while performing associated follow-up to obtain required signatures and approval.
• Designated as a proxy for the DOE performance management system as applicable. 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.
• Validate on-time documentation submission to HR Service Center (HR) and verify all processes are tracked to completion within established timelines.
• Arrange travel (domestic, invitational, and foreign), such as airline arrangements, hotel accommodations, rental car or shuttle reservations for Manager 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 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 travel procedures and policies.
  • Track, monitor, and notify 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 per established procedures, which may include:
  • Prepare and review federal personnel time and attendance reporting to verify accuracy for certification by manager(s) and supervisor(s) using the Business Enterprise System (BES) and HRMIS systems.
  • May serve as 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.
  • Using Fieldglass, review time sheets for contract personnel to verify that reporting is accurate.
  • Verify 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.
• Assist with scheduling interviews through Fieldglass; 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, and administrative services groups to process, coordinate, request, and track:
  • 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.
  • Coordination of badge return to SLMO.
  • Coordination of cell phone requirements and inventory for staff, including ordering, receiving, service setup, delivery, collection.
  • Serve as organization's central point of contact for accident reporting, including collection, correction, and distribution of required documentation, and communication with employees, managers, safety office, HR, and other resources regarding policy, regulations, etc.
  • Maintain office supply stock. Act as a point of contact for troubleshooting, configuration, inventory, and maintenance of office systems and processes.
  • Coordinate maintenance for Government Vehicles (GOV) assigned to the organization; drive GOVs to and from service appointments and report mileage monthly.
• 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.
  • Maintain a tracking system of suspense items to verify timely compliance with scheduled responses or actions utilizing SharePoint. Coordinate and direct work unit responses for time-critical documents.
  • Maintain all records management within SharePoint, including physical and electronic official files, retention, and conformance.
• Mark documents and maintain filing system(s), files, emails, and records in accordance with compliance requirements. Share and disperse documents only to appropriate personnel (those with a Lawful Government Purpose (LGP) to know). Mark and maintain all official records in accordance with the Information Security (INFOSEC) and Information Governance & Lifecycle Management (IGLM) standards and procedures. Validate official records are accurately maintained for auditing purposes.
• With oversight and approval of the 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 organizational and events such as: presentations, retirements, project or employee recognition celebrations, and Combined Federal Campaign (CFC) events.
• Organizational Specific Responsibilities:
• Serve as a backup to the AIN Executive Associate for the DOE weekly report is approved and submitted as necessary to assure adherence to the DOE deadline.
• Act as a liaison for and NWPCC staff to coordinate meetings and calls; work with accounts payable to track payment process for monthly requests.
• Assist the Director of Intergovernmental affairs, the Regional Relations manager, and staff as well as backup to other AI managers/staff and Executive Office secretaries.
• Assist the Constituent Account Executives (CAEs) with technical support, creating databases, preparing documents, and presentation materials, updating annual editions of standing presentation materials and briefing books, tracking on web progress of specific bills in state legislatures as requested by CAEs, and distributing information packets to constituents as directed by CAEs.
• Support Regional Relations (AIR) staff in planning and coordinating VIP visits and tours. Coordinate agendas and meeting locations. Confirm tour logistics and manage changes. Assemble briefing material. Secure transportation, meal locations, and other logistical requirements.
• Work with Regional Relations staff to coordinate special events by securing meeting locations, arranging accommodations for guests and processing reimbursements for guests. Provide logistics assistance during events, which could include staffing registration tables or assisting with online co-hosting duties.
• Duties may also include assembling briefing materials and obtaining refreshments. Events include Public Utility Commission meetings with Administrator, Congressional hearings, State legislator visits, VIP tours of the company, and US Army Corps of Engineer facilities, etc.

Requirements:

• High school diploma or equivalent is required.
• An associate degree in Secretarial Science, Administrative Management or a related field is preferred.
• 6 years of demonstrated administrative/clerical experience is required.
• 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 sufficient to support, manage, edit, and maintain site.
• Working knowledge of Adobe Acrobat Pro and fillable forms.

Work sponsorship is not available at this time. Third-party candidates will not be considered for this position.
Because we are a federal government contractor, we have special restrictions placed on us for hiring foreign nationals into certain key positions within the company. This particular position requires U.S. citizenship.

ACS Professional Staffing will provide equal employment opportunities to all applicants without regard to the applicant's race, color, religion, sex, gender, genetic information, national origin, age, veteran status, disability status, or any other status protected by federal or state law. The company will provide reasonable accommodations to allow an applicant to participate in the hiring process if so requested.

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