Administrative Services Assistant

Position: Administrative Services Assistant 2
Job Title:
Administrative Services Assistant 2
Job Number: 11972
Location:
Vancouver, WA – hybrid – 1 day per week remote
Travel:
Up to 5% for annual meetings
OT: 5% anticipated
Length: 1+ yrs, up to 5 years
MUST be US Citizen to be eligible to apply for Federal Background Check
Real  Passport REQUIRED for in-person interviews and onboarding

OVERVIEW
This full-time contract Administrative Services Assistant 2 position (organizationally known as a “Field Clerk”) is located in Vancouver, WA, and will provide administrative and confidential assistance to the Specialty Services, part of Construction Services in Transmission Field (with approximately 75 people). This position 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.

RESPONSIBILITIES

• 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 corporate 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 corporate 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 corporate personnel as needed, following up to verify a timely response.
  • 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 corporate 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 corporate 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…