Administrative Services Assistant

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: Sign in to view email, 503-726-4545

19806

Administrative Services Assistant 3

12 months

Vancouver

This position closes to submittals on July 15th.

Position requires the ability to meet federal background and compliance requirements.

OVERVIEW

Assignment

This assignment provides a wide variety of professional and confidential administrative support to the managers, supervisors, and immediate staff the company TPC organization. This assignment will facilitate and coordinate administrative processes and functions that support TPC programs and projects.

Organization

The Customer Service Engineering (TPC) organization consists of four groups (two engineering, contracts, and reliability compliance), each with a supervisor who reports to a Tier 3 Manager, and three technical leads. Each employee reports to a supervisor who manages the day-to-day operations, reporting, and effectiveness of that group. TPC manages the interface of the company utility customers and internal company staff to execute projects and programs. TPC is a very collaborative and supportive culture that allows individuals to develop and grow.

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 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, 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.
• Serve as back-up to other org Administrative Assistants as needed.
• Quickly align with manager and organizational priorities to monitor meetings, workflows, and delegated tasks, helping facilitate progress toward established targets. Assist with tracking the timely submission of documentation to the company HR Service Center (HR) and confirm that all administrative processes are monitored through to completion. Maintain and update project trackers (e.g., performance, training) for the manager, highlighting any potential issues or scheduling concerns for their review.
• 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.
• 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.
• Complete teamwork assignments.
• Proactively coordinate managers’ daily Outlook calendars and schedules with full responsibility for scheduling and prioritizing assigned managers’ appointments, meetings, conferences, and calendar:
• 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 the company HR Service Center (HR) is accurately completed within established timelines.
• 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.
• 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 company 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 in a timely manner and in accordance with federal and company 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.
• Work with managers and staff to coordinate 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 company 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 and 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.
• 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.
• May coordinate or assist with organizational and events such as presentations, retirements, project or employee recognition celebrations, and Combined Federal Campaign (CFC) events. *
• Perform back-up formatting and quality review for all customer contracts that originate in TPC.
• Facilitate internal award process and prepare the certificates to be awarded at staff meeting monthly.
• Prepare Network Memos for Vice Presidents’ signatures and distribution.
• Prepare customer Loss Factor Letters for Account Executives’ signature.
• Prepare and distribute Interconnection Facilities Studies packages to internal and external customers.
• Enter mileage for vehicles assigned to TPC into the BES PS Financials program.
• Assist the Customer Service Reliability Program (CSRP) with scheduling and correspondence as needed.
• Coordinate electronic filing in Project Web Access (PWA).
• Perform routine data stewardship functions for Customer Data Management (CDM) system data, including changes in Customer Service Engineer assignments and updating customer information in CDM.

• *Participation/attendance in voluntary events is NOT billable to the company. 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 (Microsoft Office 2010 proficiency required).
• Support, manage, edit and maintain 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.

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