Administrative Services Assistant

19840

12 months

Pasco

This position closes to submittals on August 10th.

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

This full-time contract Administrative Services Assistant 2 assignment (organizationally known as a “Field Clerk”) is located in Pasco, WA, and will provide administrative and confidential assistance to the Tri-Cities District Operations & Maintenance (O&M) Manager in Transmission Field (TF) (1 district with approximately 25 people). This assignment will also provide back-up and assistance to other Field Clerks and serve as liaison between the organizations, work units, and management support staff, keeping updated on issues, priorities, and sensitivities affecting work of the organization through consistent communication with the District Managers, frequent interaction with other managers, and outside contacts.

The TF organization is a collection of various skilled crafts, such as electricians and linemen, which are responsible for both the planned and emergency operations and maintenance of company’s transmission grid.

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/clerical tasks for the managers and staff for the assigned organization, managers and support staff.
• Greet and screen visitors; address questions and business involving established policy, take messages, set appointments and/or refer visitors to other personnel as appropriate.
• Process and screen incoming and outgoing correspondence to include proof reading, 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.
• Establish and maintain internal and external communication channels to coordinate smooth flow of information and positive working relationships.
• Perform faxing, scanning, photocopying, and work with the company print shop to request printing services.
• Serve as back-up to other Tier III level Administrative Assistants/Field Clerks as needed.
• Come up to speed quickly on manager and organizational priorities in order to track meetings, work, and delegated projects or tasks to maintain accountability, confirming established targets are met. Validate on-time documentation submission to Human Resources (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.
• Administrative Team:
• Attend mandatory Administrative Team Meetings.
• Participate as a team member 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.
• Proactively coordinate managers’ daily Outlook calendars and schedules with full responsibility for scheduling and prioritizing Tier III and IV managers’ appointments, meetings, conferences and calendar:
• Coordinate appointments, including commitments of time. Advise manager and staff 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 internal/external training classes for the managers and other staff (securing rooms, phone bridges, projection, and other meeting supplies). This may include associated logistics and any necessary equipment (securing rooms, phone bridges, projection equipment, etc.), drafting agendas and…