Administrative Services Assistant 3
5 days ago
Vancouver
Job Description This Administrative Services Assistant 3 will provide confidential administrative support to managers and staff, coordinate calendars and meetings, manage correspondence and records, assist with personnel actions and onboarding, and maintain SharePoint content and office systems. Responsibilities also include tracking action items, preparing documents, and supporting organizational communication and logistics. Responsibilities: • Provide a wide variety of confidential administrative/clerical tasks for the managers and staff for the assigned organization, managers and support staff., • Greet and screen visitors; address questions and business involving established policy, take messages, set appointments and/or refer visitors to other personnel as appropriate., • 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., • Respond to questions and complete business according to established policy and/or forward matters requiring action to appropriate staff, following up to verify a timely response., • 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 Tier II and Tier IV level Administrative Assistants 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 Capital Management (HCM) 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 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 lower level contract administrative personnel at the request of the manager., • 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., • Standardize, streamline and improve overall administrative processes throughout the organization., • Help resolve organizational administrative issues and work on solutions as a group., • 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:, • Coordinate appointments, including commitments of time., • 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, consideration 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, make arrangements for guest(s) / guest speakers and research and draft background information / materials as requested., • Arrange for representation by others if managers 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 worker (BFTE) award requests in HRMIS for manager review/approval, track awards for BFTE, and prepare recognition certificates for the organization., • Prepare retirement documentation., • May be designated as a power-user and/or back-up for the DOE e-Performance management system. Coordinate and assist manager with development of annual performance appraisal plans for federal personnel by assisting in implementing, completing, and facilitating documentation management., • 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., • Coordinate and track reporting requirements and activities related to federal staff including creation/submission of travel documents and 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 contact, and reimbursement tracking information., • Update and maintain survey records; follow up with organizations as needed regarding survey 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, and Telework Agreements for federal (BFTE)., • Track and maintain Overtime/Comp Time authorizations for BFTE personnel., • 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., • Apply strong familiarity with managers 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 Human Capital Management (HCM) 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 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 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 promptly 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 according to the 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), 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 the 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 promptly., • 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 HCM, IT, SLMO, Workflow Connection, Security, Safety, Motor Pool, Facilities / Space Management, 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., • Requests for needed office supplies and distribute to appropriate staff per established procedures., • Coordination of badge return to SLMO., • Coordination of cell phone requirements and inventory for staff, including ordering, receiving, service setup, delivery, and collection., • Serve as the organizations central point of contact for accident reporting, including collection, correction, and distribution of required documentation, and communication with employees, managers, safety office, HCM, 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., • Assist with the maintenance of the organizational SharePoint site, including updating changes and adding new content., • Assists with establishing and maintaining SharePoint 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., • 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 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., • High school diploma or equivalent is required., • Associate 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+years of relevant work experience in administrative support functions with Microsoft Office Suite programs such as Word, PowerPoint, Excel and Outlook., • Intermediate skills/experience with SharePoint sufficient to support, manage, edit, and maintain site., • Valid U.S. Driver's License is required.
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