Job DescriptionLocation: Vancouver, Washington
Type: Contract
Job #7503
Overview:
ACS Professional Staffing is looking for an employee to work on-site with our client. The Administrative Services Assistant 3 position will provide high-level administrative support by conducting research, preparing reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. The position will act as administrative lead for lower-level clerical staff. This full-time position is located in Vancouver, WA
Pay Rate: $30.46 - $33.09
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, Brio Health
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.
Attending 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 proofreading, 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 the 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 a 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 backup to other org Administrative Assistants as needed.
Come up to speed quickly on the 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 the 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 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 Tier III and IV managers' appointments, meetings, conferences, and calendars:
Coordinate appointments, including commitments of time.
Advise the 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 the agenda and other meeting materials and developing background information for review and finalization by appropriate femanagers/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 the manager's time and priorities are necessary.
As requested, attend, and take meeting minutes/notes, transcribe / draft, and distribute as appropriate.
Inform the 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 the company, including:
Repair and enter requests for personnel actions into HRMIS.
Prepare award 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-ups to obtain requisite signatures and approvals. Validate that documentation submission to the HR Service Center (HR) is accurately completed within established timelines.
Coordinate and track reporting requirements and activities related to 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, onboard 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.
Complete appropriate new employee onboarding 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-ups to obtain required signatures and approvals.
Apply strong familiarity with the manager's 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 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 the 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 A 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 following company 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 personnel time and attendance reporting to verify accuracy for certification by manager(s) and supervisor(s) using the Bonneville 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 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/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 guide to confirm conformance with general policies and correspondence procedures.
May coordinate or assist with organizational events such as: presentations, retirements, project or employee recognition celebrations, and other events.
Actively protect personally identifiable information (PII) records data and loaned equipment from access by unauthorized persons by locking all file drawers and storage cabinets when not in use or when not physically present.
Assist organizational managers by booking and entering all organizational employees' travel via Concur in compliance with company travel regulations and the least cost alternative.
Provide organizational managers with status on completeness and accuracy for time and leave records every week.
Assist organizational managers with Sunflower inventory data entry and maintenance for tracked personal property items.
Update and disseminate organizational performance measurement data and dashboards.
Administer and update organizational SharePoint site configuration and content.
Develop and update organizational documents used to disseminate information via the Microsoft office suite of software applications and graphic software.
Prepare PowerPoint slide presentations and graphic support documents.
Assist organizational managers with organization specific data entry and work management actions done via the Cascade system.
Process and screen incoming and outgoing electronic organizational correspondence. Review incoming correspondence and forward matters requiring action to the appropriate staff. Verify proper coordination and timely completion of assignments.
Requirements:
A 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.
Intermediate to advanced skills/experience with SharePoint sufficient to:
Support, manage, edit, and maintain the site.
Working knowledge of Visio.
Experience with Adobe Acrobat fillable forms.
A 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.
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If you have any questions about our Reasonable Accommodation Policy, please feel free to email