Administrative Services Assistant - Travel Coordination

Job Title:
Administrative Services Assistant 2 - Travel Coordination Job Number: 11992 Location:
Vancouver, WA Hybrid: 2 days per Month, Additional days onsite are required for first 2 weeks of training and at manager discretion for meetings, etc. Overtime: 5% Travel:
Up to 5% meetings/trainings Length: 5 years MUST be US Citizen to be eligible to apply for Federal Background Check

Requires Real  or Valid Passport to interview

This full-time contract Administrative Services Assistant 2 assignment provides a wide range of professional and confidential administrative support as well as data entry and tracking to the corporate Engineering & Technical Services organization in the Commissioning and Testing division. The chosen candidate will support all related divisions as assigned.

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

Correspondence:

• Process and screen incoming and outgoing correspondence to include proof reading and consist of the following:
• Review documents and letters to verify proper formatting and accuracy.
• Sort and distribute incoming mail to appropriate recipient(s).
• Review incoming correspondence and forward matters requiring action to the appropriate staff.
• Process outgoing mail and prepare materials for mailing, including providing self-addressed stamped envelopes, when appropriate.
• Monitor correspondence requests for a timely response.
• Perform faxing, scanning, photocopying, and work with the corporate print shop to request printing services.
• Update and maintain electronic desk reference manual.
• Attend meetings, record meeting minutes as requested, transcribe and disseminate as needed.
• Distribute reporting, policy updates, procedural / process change information and other communications as requested to disseminate as appropriate.

Administrative Team:

• Serve as back up to other Administrative Assistants as needed.
• Attend mandatory Administrative Team Meetings and participate both professionally and collaboratively.
• Work as a team member and assist to standardize, streamline and improve overall administrative processes for the organization and complete team work assignments.

Calendars and Schedules

• Organize, coordinate, schedule and verify appointments, meetings, conferences, and training for corporate 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 participants of meeting arrangements and of any changes.
• Assist with Compiling, organizing and verifying appropriate files, notes and other materials are in order and ready for use at meetings, appointments, etc.
• Making arrangements for guest(s) / guest speakers, researching and gathering background information / materials and preparing security access forms as needed.
• Assist with coordinating events such as off-site meetings, including all logistics, meeting materials and agendas.

Management and Organizational Support

• Assist corporate manager in a variety of personnel and other actions for FTE which may include:
  • Assist with the preparations of personnel actions to be entered into HRMIS.
  • 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.
  • Scheduling performance appraisals, progress reviews, mid-point reviews and discussions, while performing associated follow-up to obtain requisite signatures and approvals.
  • Coordinating and tracking reporting requirements and activities related to federal 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…