Administrative Services Assistant
hace 18 horas
Vancouver
We are CorSource Technology Group, a locally owned technical staffing and recruiting firm in Portland, Oregon. We encourage you to submit your resume to the job posting link, or directly contact: recruiting@corsource.com, 503-726-4545 19771 Administrative Services Assistant 3 12 months Vancouver This position closes to submittals on May 29th. Position requires the ability to meet federal background and compliance requirements. OVERVIEW Assignment This assignment provides administrative and confidential assistance to the Construction and Maintenance Services (TFH) organization, management and staff. The majority of this organization’s approximately 200 foremen and employees are in a nearly continuous travel status, adding a layer of complexity. This assignment will also provide back-up and assistance to the Tier II Executive Associate and serve as liaison between the organizations, work units, and management support staff, keeping updated on issues, priorities, and sensitivities affecting work of the organization through consistent communication with the Senior and District Managers, frequent interaction with other managers, and outside contacts. Organization The Construction and Maintenance Services organization provides central electrical and general craft services for constructing new and upgraded electrical facilities. This organization is responsible for restoration of failed or damaged facilities in emergencies, in concert with maintenance districts. Construction planning leads in work and outage step plans and ensures project preliminary designs meet requirements for constructability. 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 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., • Update and maintain desk reference manual., • Serve as back-up to Tier II and Tier IV level Administrative Assistants as needed., • 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 Tier III and IV managers’ appointments, meetings, conferences and calendar:, • 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., • Designated as a proxy for the DOE Performance Management System. 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 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 the 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 and adherence to established guidelines, policies, and negotiated bargaining agreements (such as Columbia Power Trade Council (CPTC) for hourly workers) for certification by manager(s) and supervisor(s) using the HRMIS and Fieldglass., • 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, 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, 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., • Maintain the organizational SharePoint site including updating changes and adding new content., • 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: • Referencing Procurement and Payments Policy:, • Coordinate with the manager and/or supervisor to verify Purchase Card (P-Card) statements are accounted for in a timely manner., • Perform corrective reviews of P-Card information provided by cardholders prior to entry of data in Asset Suite:, • Correct work order/project order being used., • Correct Task, ABM and DCE being used., • Receipt and required information are included with the transactions before submission to the Approving Official (AO)., • No improper charges on receipts, statements, invoices., • Submit information into Asset Suite for P-Card holders in their District. *Participation/attendance in voluntary events is NOT billable to. 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., • 6 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., • Intermediate to advanced skills/experience with SharePoint or a similar system sufficient to:, • Develop, manage, and edit site content,, • Create links, libraries, lists,, • Assist with site permissions and administer site. 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. recruiting@corsource.com, 503-726-4545