Administrative Services Assistant

We are Cor Source Technology Group, a locally owned technical staffing and recruiting firm in Portland, Oregon.

19846

12 months

Spokane

This position closes to submittals on August 13th.

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 Spokane, WA, and will provide administrative and confidential assistance to the Spokane District Operations & Maintenance (O&M) Manager in Transmission Field (TF) (one districts with approximately 10-15 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. This assignment works collaboratively and in partnership with the various District Managers and other Field Clerks and external support staff to ensure that Field Services’ mission and strategies are successfully completed.

We value creativity, teamwork, and a “can-do” attitude!

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 company personnel as appropriate.
• 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 (Use Word, Excel, PowerPoint and Adobe Acrobat).
• Provide recommendations and instructions to staff to maintain conformance with general policies and correspondence procedures.
• Attend 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 the manager / personnel of any concerns or response delays.
• Answer and screen telephone calls; respond to most questions and complete most business involving established policy or routine matters; forward questions and matters to appropriate company personnel as needed, following up to verify a timely response.
• 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.
• Assist the manager in a variety of personnel and other actions for BFTE and CFTE, including:
• Prepare recognition certificates for the organization.
• Assist manager with preparing draft retirement letters.
• Track, maintain, update, and distribute…