Administrative Assistant
ACS Professional Staffing

Job Info

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• Location: Portland, Oregon
• Type: Contract
• Job #7910

Overview:
ACS Professional Staffing is looking for an employee to work on-site with our client. This Administrative Assistant position will provide comprehensive, confidential, administrative and clerical support to management staff, acting as the key liaison between teams and external contacts. Responsibilities include managing communications, scheduling, and documentation, maintaining SharePoint sites, and coordinating various office functions and events. This role demands efficient handling of correspondence, meeting minutes, and tracking systems to ensure timely responses and adherence to organizational priorities. This full-time position is located in Vancouver, WA.

Pay Rate: $31.54 - $35.05

Benefits:

• Paid holidays: 11
• PTO: Starting at 10 days
• Sick Leave: Up to 56 hours per year (prorated based on start date)
• EAP: Employee Assistance Program
• Benefit Options Available: Medical, Dental, Vision, FSA, DCA, LPFSA, HSA, Group Life/AD&D, Voluntary Life/AD&D, Voluntary Short-Term Disability, Voluntary Long-Term Disability, Voluntary Critical Illness, Voluntary Accident, 401k (immediately eligible for employee and employer contributions - employer match up to 4%)
• Other benefits include the following: Calm App, Access Perks

Responsibilities:

• Provide a wide variety of confidential administrative/clerical support to managers and/or management staff; serve as liaison/point of contact between staff and other work groups, facilitate communication and appropriate actions; and assist with the day-to-day operations, which may include:
• 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.
• Build, maintain and post Excel spreadsheets and PowerPoint presentations to SharePoint sites.
• Create, draft, proof and review incoming and outgoing correspondence, research, presentations, and documents using Word, Excel, PowerPoint, and Adobe Acrobat.
• Provide recommendations and instructions to staff to maintain conformance with general correspondence policies and 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, and 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.
• Perform faxing, scanning, photocopying, and work with the print shop to request printing services.
• Update and maintain electronic desk reference manual.
• Research and prepare retirement documentation including retirement letter, award, and employee personnel action.
• 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 new and junior contract support personnel; may delegate assignments to other contract administrative personnel at the request of the manager.
• Collect / compile, proof, and distribute reporting, policy updates, procedural / process change information and other communications as requested to disseminate as appropriate.
• Participate, organize, and facilitate Organizational Administrative Team Meetings professionally and collaboratively.
• Coordinate and facilitate team meetings; establish and maintain internal and external communication channels to coordinate a smooth flow of information and positive working relationships inside and outside of the organization.
• Assist and coordinate 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.
• Maintain office supply stock. Submit request for office supplies and distribute to appropriate staff per established procedures.
• Coordinate badge returns to SLMO.
• Coordinate 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 to and from supervisors, including collection, correction, and distribution of required documentation, and communication with employees, managers, safety office, HR, and other resources regarding policy, regulations, etc.
• Perform troubleshooting, configuration, inventory, and maintenance of office computers, printers, and fax machines.
• 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(s) 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. Assist 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.
• Lead Organizational Administrative Team to:
• Serve as back-up to other org Administrative Assistants as needed.
• Attend tier 2 and tier 3 Administrative Team Meetings.
• Standardize, streamline, and improve overall administrative processes throughout the organization.
• Help resolve organizational administrative issues and work on solutions as a group.
• Serve as a resource, providing knowledge transfer, engagement, mentoring, and guidance to other admin team members.
• Complete teamwork assignments.
• Proactively coordinate managers' daily Outlook calendars and schedules with full responsibility for scheduling and prioritizing managers' appointments, meetings, conferences, and calendars:
• Coordinate appointments, meetings including all 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 agendas, 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, web-based media, 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.
• Coordinate speaking points, plan for guest(s) / guest speakers, research and draft background information / materials as requested and prepare security access forms as needed.
• Arrange for representation by others if manager's time and priorities conflict.
• Inform manager and staff of appointments and other commitments that might have a bearing on future decisions.
• Prepare and submit a variety of personnel actions for Federal employees (BFTEs) and supplemental labor contract personnel (CFTE) including:
• Prepare contract (CFTE) staff assignment extension documents; implement, process, and complete tracking documentation, submit for proper review and approval and performing associated follow-up to obtain required signatures and approval.
• Prepare federal worker (BFTE) award requests in HRMIS for manager review/approval, track awards for BFTE, and prepare recognition certificates for the organization.
• Serve as designated proxy, power-user, and back-up for the DOE e-Performance management system.
• Coordinate and assist managers with development of BFTE annual management and employee performance appraisal plans by implementing, completing, and facilitating documentation management.
• Schedule and track to completion all BFTE and employee performance appraisals, progress reviews, mid-point reviews and discussions, while performing associated follow-up to obtain required signatures and approvals. Validate documentation submission to HR Service Center (HR) is accurately completed within established timelines.
• Coordinate and track training for the organization:
• Register manager and staff for internal/external training classes and conferences.
• Update and maintain conference tracking log.
• 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.
• Track, Maintain and Implement workflow processes and procedures:
• Maintain Employee Tracking Log, BFTE tracking, on-board reports, emergency contact, and reimbursement tracking information.
• Assist manager with employee engagement activities and planning.
• Update and maintain Employee Survey records; follow up with organizations to update any Action Plan information.
• Assist manager by recommending, tracking, and implementing approved staff recognition opportunities.
• Announce, inform, and track, annual required renewals such as Motor Vehicle Driver Authorizations, Travel Authorizations, and Telework Agreements for federal (BFTE).
• Track, validate, and maintain Overtime/Comp Time authorizations for BFTE personnel.
• Arrange travel (domestic, invitational, and foreign), such as airline arrangements, hotel accommodations, and rental car and shuttle reservations for management 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 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 on 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.
• Serve as timekeeping power user (able to input time for others as requested).
• Maintain and reconcile employee leave calendar submissions with payroll.
• Check HRMIS/PeopleSoft time accounting to verify accuracy using organizational leave calendars and other records as needed.
• Verify that time has been approved on or before due dates.
• Using Fieldglass, review time sheets for contract personnel to verify time reporting is accurate and complete.
• Verify time and attendance procedures, policies, and practices, including any special time recording requirements (admin leave, holidays, leave and overtime forms etc.) are communicated to management and staff in a timely manner.
• Perform data entry for the Micro Purchase (P-card) program transactions including:
• Performing data entry in accordance with the MPP Manual.
• Requesting clarification or additional documentation from the card holder if there is a discrepancy or if incomplete information is received.
• Contacting the cardholder and Approving Official (AO) if an unexplained or unidentified charge appears on the statement or in the BES system.
• Keep bank statements and account numbers confidential.
• Maintain office policy and operating procedures manual and revise as procedural changes are adopted.
• Plan and coordinate organizational and events such as: presentations, retirements, and project or employee recognition celebrations.

Requirements:

• High school diploma or equivalent is required.
• Associate degree in secretarial science, administrative management or 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 or similar.
• Intermediate to advanced skills/experience with SharePoint sufficient to:
• Support, manage, edit, and maintain site.
• Exceptional communication skills (verbal and written).

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 recruiting@acsprostaffing.com

If you have any questions about our Reasonable Accommodation Policy, please feel free to email hr@acsprostaffing.com

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