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Administrative Services Assistant
This contract Administrative Services Assistant position provides a wide range of administrative and confidential support as well as data entry and tracking to our client's Critical Business Systems (JC) organization within the Information Technology (J) organization. This position requires customer interaction; confidentiality, tact, and professional demeanor. The ideal candidate must have excellent communication skills (both oral and written) with the ability to interface effectively with Executive Managers, customers and various staff in a positive, courteous and cooperative manner. We are looking for a proactive problem solver with the ability to independently carry out assignments.
Administrative Services Assistant 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; address questions and business involving established policy or routine matters, take messages, set appointments and/or refer visitors to other personnel as appropriate.
Answer and screen telephone calls; respond to most questions and complete most business involving established policy or routine matters; forward complex questions and matters to appropriate personnel as needed, following up to verify a timely response.
Establish and maintain internal and external communication channels to coordinate smooth flow of information and positive working relationships.
Process and screen incoming and outgoing correspondence to include proof reading, to consist of the following:
Review and finalize documents and letters to verify proper formatting and accuracy.
Prepare return cover letters to return contracts (if applicable), tracking delivery and internal process for returned contracts.
As requested, sort and distribute incoming mail to appropriate recipient(s).
Review incoming correspondence; respond to most questions and complete most business involving established policy or routine matters and/or forward matters requiring action to appropriate staff following up to verify a timely response.
Process outgoing mail and prepare materials for mailing, including providing self-addressed stamped envelopes, when appropriate.
Provide overall monitoring for requests for information or products and verify that responses are made in a timely fashion.
Perform faxing, scanning, photocopying, and work with the internal print shop to request printing services.
Provide input and recommendations for potential process / procedural improvements.
Update and maintain desk reference manual.
Serve as backup to other Administrative Assistants as needed.
Assist the Manager and staff in the development and draft of Standard Operating Procedures, governance, and internal control procedures as changes and processes occur; assist and promote implementation of management-approved process and procedural changes.
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 team work assignments
Organize, coordinate, schedule and verify appointments, meetings, conferences, and training for managers and other staff as circumstances dictate, which may include:
Scheduling and arranging meetings, conferences and training, including associated logistics and any necessary equipment (securing rooms, phone bridges, projection equipment, etc.).
Informing meeting participants of arrangements and of any changes.
Compiling, organizing and verifying appropriate files, notes and other materials are in order and ready for use at meetings, appointments, etc.
Drafting agendas; making arrangements for guest(s) / guest speakers and researches and drafting background information / materials.
As requested, attending and taking meeting minutes / notes, transcribing / drafting and distributing as appropriate.
Informing manager/staff of appointments and other commitments that might have a bearing on future decisions.
Coordinating events such as off-site meetings, including all logistics, meeting materials and agendas.
Assist manager in a variety of personnel and other actions:
Preparing CFTE employee assignment extension documents; implement, tracking documentation, and performing associated follow-up to obtain required signatures and approval.
Assist employees and managers with completion of all required training by communicating what training is due, how to obtain training, submitting external training requests, and tracking training completion status.
Assist manager by keeping abreast of training deadlines and necessary personnel actions.
Set up and coordinate interviews and meetings for managers, including preparing proper access documents and escorting visitors.
Coordinating and tracking reporting requirements and activities related to staff including creation/submission of travel documents and telework agreements and required training.
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.
Arrange travel (domestic, invitational and foreign), such as airline arrangements, hotel accommodations, and rental car and shuttle reservations, which may include:
Assisting with preparing and submitting passport documentation as necessary.
Assisting management and staff in setting up profiles in the internal travel system.
Preparing / drafting necessary foreign and domestic forms associated with travel.
Preparing and processing travel authorizations and vouchers for group managers and staff.
Validating that travel is complete and processing travel documentation in a timely manner and in accordance with company travel procedures and policies.
Tracking, monitoring and notifying manager and subject personnel of needed approvals, signatures or other actions to enable timely reimbursement processing and reporting.
Coordinating and assisting managers and staff with Time & Attendance per established procedures, which may include:
Preparing and reviewing personnel time and attendance reporting to verify accuracy for certification by manager(s) and supervisor(s).
May serve as timekeeping power user (able to input time for others as requested).
Maintaining and reconciling employee leave calendar submissions with payroll.
Checking leave slips to verify accuracy using organizational leave calendars and other documentation. Verifying that time has been approved.
Review time sheets for contract personnel to verify that reporting is accurate.
Verifying 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.
Provide overall administrative support to staff members by acting as the liaison with HCM, IT, Security, Safety, Motor Pool, Facilities / Space Management and administrative services groups which may include processing, coordinating, requesting and tracking:
Office moves and workstation adjustments.
Onboarding activities for new contract and/or internal 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 company procedures.
Coordination of badge return.
Coordination of cell phone requirements and inventory for staff, including ordering, receiving, service setup, delivery, collection.
Assist with scheduling interviews; preparing interview packets for assigned manager(s).
Perform data entry, provide maintenance, tracking and reporting for a variety of organizational databases and management reports.
Manage all records in accordance with policy, 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 / internal personnel, provide an annual review and inventory of official files and maintain the organizational file outline.
May coordinate or assist with organizational and agency events such as: presentations, retirements, project or employee recognition celebrations, and CFC events.
May provide basic information/support to the manager by viewing/providing information utilizing the E-performance management system.
Organizational Specific Responsibilities:
Responsible for administration of JC SharePoint sites (adding and updating links, maintaining staff lists and directories).
Review and/or update information in the Sunflower system to aid in the management of personal property assets.
Manage and distribute the weekly Critical Business Systems (CBS) On-Call schedule spreadsheet; maintain the annual CBS On-Call schedule with input from managers/team leads.
Provide administrative support and coverage to the CIO’s office by serving as a backup for the IT Management Associate II.
Backup Support will be performed from 8:00am to 4:30pm at the IT front desk when the Administrative Lead is on leave. (Scheduling will be coordinated by the Administrative Lead as requested by the CIO).
Provide a variety of confidential administrative/clerical tasks for the CIO, Organization Managers and Staff as requested by the CIO.
Work includes coordinating calendars, meetings, travel, administrative processes, assisting managers, staff and customers in the performance of programs, projects and office functions; serving as liaison between the CIO and organizations, other IT managers and the immediate staff and other groups across the agency.
Administrative Services Assistant Qualifications
Education & Corresponding Experience:
Associates Degree or higher in Secretarial Science, Administrative Management or related field is required.
4 years of previous experience as an administrative assistant is required.
Required Technical Skills & Experience:
4 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).
Intermediate proficiency in SharePoint sufficient to manage permissions, content and design.
Proficiency in grammar and punctuation for business correspondence.
Benefits are available to eligible VanderHouwen contractors and include coverage for medical, dental, vision, life insurance, short and long term disability, and matching 401k.
VanderHouwen is an award-winning, Women-Owned, WBENC certified professional staffing firm. Founded in 1987, VanderHouwen has been successfully placing experienced professionals throughout the Pacific Northwest and nationwide. Our recruitment teams are highly specialized in either Technology and IT, Engineering, or Accounting and Finance career markets. Our recruiters value building meaningful, professional relationships with each candidate as well as developing honed knowledge of companies' staffing needs and workplaces. Partner with us to land your next exciting career.
VanderHouwen is an Equal Opportunity Employer and participates in E-Verify. VanderHouwen does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, or any other characteristic protected by applicable local, state or federal civil rights laws.
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