Administrative Services Assistant 3 (8440)
1 day ago
Portland
Overview: ACS Professional Staffing is looking for an employee to work on-site with our client. The Administrative Services Assistant 3 position provides a broad range of professional, confidential administrative support and data entry services to the Cyber Security organization. This role supports all department managers and supervisors, while also providing administrative guidance, organizational information, and assistance to team members and other internal organization personnel. This full-time position is located in Portland, OR. Responsibilities: • Provided confidential administrative and clerical support to managers and staff across assigned organizations, • Greeted and screened visitors; answered and screened phone calls; addressed routine inquiries and referred matters as appropriate, • Drafted, edited, proofread, and prepared correspondence, reports, research, and presentations using Word, Excel, PowerPoint, and Adobe Acrobat, • Built, maintained, and posted Excel spreadsheets and PowerPoint presentations to SharePoint sites, • Reviewed and processed incoming and outgoing correspondence; ensured proper coordination, policy compliance, and timely completion of actions, • Sorted, distributed, and prepared mail and materials for delivery; coordinated printing, scanning, faxing, and copying services, • Attended meetings, recorded minutes, transcribed notes, and distributed materials as requested, • Maintained tracking systems for action items, suspense items, and time‑critical documents; monitored responses and alerted management to delays, • Established and maintained internal and external communication channels to support effective information flow and working relationships, • Maintained desk reference manuals and served as back‑up to Tier II and Tier IV Administrative Assistants, • Quickly aligned with organizational and management priorities to track meetings, delegated tasks, project milestones, and documentation compliance, • Reviewed and updated performance, training, and project trackers; validated timely submission to Human Capital Management (HCM) systems, • Served as liaison between organizations, work units, managers, and support staff, • Provided administrative guidance to lower‑level contract personnel and delegated assignments as requested, • Participated in Administrative Team meetings; collaborated to standardize, streamline, and improve administrative processes, • Managed Outlook calendars and schedules for Tier III and IV managers, including appointments, meetings, conferences, interviews, and training, • Coordinated meeting logistics, agendas, materials, speaking points, guest participation, and background documentation, • Prepared and organized files, notes, and materials in advance of meetings and events, • Assisted managers with personnel actions for BFTE and CFTE staff, including HRMIS entries, awards, retirements, onboarding, extensions, and documentation tracking, • Supported performance management processes, including appraisal plans, reviews, progress tracking, approvals, and compliance, • Coordinated training, certifications, travel documents, telework agreements, overtime, and employee engagement activities, • Maintained employee tracking logs, onboarding records, training status, surveys, authorizations, and compliance documentation, • Arranged domestic and international travel, including authorizations, vouchers, passports, reimbursements, and Concur system support, • Coordinated time and attendance, leave, payroll reconciliation, and timekeeping activities using BES, HRMIS, and Fieldglass, • Scheduled interviews and prepared interview packets through Fieldglass, • Served as liaison with HCM, IT, Security, Facilities, Safety, Motor Pool, Records, and administrative service groups, • Coordinated onboarding/offboarding activities, badge access, equipment return, office moves, IT requests, supplies, and equipment maintenance, • Maintained office supply inventory and supported troubleshooting, configuration, and maintenance of office systems, • Coordinated government vehicle maintenance, mileage reporting, and service appointments, • Maintained and administered SharePoint sites, document repositories, calendars, trackers, records, and permissions, • Managed records in compliance with Information Governance & Lifecycle Management (IGLM) policies and audit requirements, • Reviewed and processed Transmittals for Administrator/CEO Approval (TACs) for policy compliance and timely action, • Supported organizational events, presentations, retirements, recognition activities, and campaign events, • Managed cybersecurity‑specific administrative responsibilities including training records, onboarding/offboarding, access coordination, ATO/ATU documentation, centralized communications, and request tracking Requirements: • 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., • 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., • Valid U.S. Driver’s License is required. 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. If you have any questions about the job posting, please contact If you have any questions about our Reasonable Accommodation Policy, please feel free to email