Administrative Services Assistant

OVERVIEW

Full‑time contract Administrative Services Assistant 2 (Field Clerk) located in Kalispell, Montana. The role provides administrative and confidential assistance to the Kalispell District Operations & Maintenance (O&M) Manager in Transmission Field, serves as a liaison between organizations, and supports overall field service mission.

Provide back‑up support to other Field Clerks and collaborate with District Managers and external staff to ensure efficient mission execution.

• Provide a wide variety of confidential administrative/clerical tasks for the managers and staff.
• Greet and screen visitors; address questions and business according to established policy, take messages, set appointments, or refer visitors to appropriate personnel.
• Build, maintain and post Excel spreadsheets and PowerPoint presentations to SharePoint sites.
• Proof, review and draft correspondence and documents for manager signature; validate conformance with established administrative policies and procedures; confirm proper coordination and timely compliance.
• Provide recommendations and instructions to staff to maintain conformance with general policies and correspondence procedures.
• Attend meetings, record minutes, 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 of any concerns or delays.
• Answer and screen telephone calls; respond to routine matters and forward as needed, following up to verify timely response.
• Serve as backup to other Tier III level Administrative Assistants/Field Clerks as needed.
• Track meetings, work, and delegated tasks to maintain accountability; confirm established targets are met and submit on‑time documentation to Human Resources.
• Participate as a team member in professional and collaborative meetings.
• Standardize, streamline and improve overall administrative processes throughout the organization.
• Track, monitor and notify manager and stakeholders of needed approvals, signatures, or other actions to enable timely reimbursement processing and reporting.
• Coordinate with managers and staff on Time & Attendance procedures, including preparing and reviewing federal personnel time and attendance reports to verify accuracy and adherence to guidelines and negotiated agreements such as CPTC; certify by manager and supervisor using the Agency’s Enterprise System, HRMIS and Fieldglass, receipts, statements, invoices.
• Submit information into Asset Suite for P‑Card holders in their district; upload/email P‑Card statements and invoices to the AO within prescribed timelines.
• Maintain the organizational SharePoint site, including updating changes and adding new content.
• Establish, maintain, and administer SharePoint organization, team and other meeting/project sites, setting up document repositories, calendars, work spaces and tracking lists; assist with content and permissions.
• Manage all records in accordance with the Information Governance & Lifecycle Management (IGLM) policy, file and disperse documents to appropriate personnel, validate accurate maintenance for auditing purposes, provide 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 ensure conformance to administrative policies, procedures and regulations; advise and guide to confirm conformance with general policies.
• Coordinate or assist with manager’s organizational events such as presentations, employee engagement, retirements or project/employee recognition celebrations (voluntary events are non‑billable; time spent is part of duties).

• High school diploma or equivalent required.
• Associate’s or Bachelor’s Degree in Office Administration/Management, Business Administration/Management, or a related field preferred.
• Six years of demonstrated administrative/clerical experience required.

• Four 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 with SharePoint or a similar system sufficient to support, manage, edit and maintain sites.

All qualified applicants at Cor Source 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.

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

Contract length: 12 months. Closing date:
July 22nd.