Administrative Services Assistant

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

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

This assignment provides a wide variety of professional and confidential administrative support to the managers, supervisors, and immediate staff of the company TPC organization. This assignment will facilitate and coordinate administrative processes and functions that support TPC programs and projects.

The Customer Service Engineering (TPC) organization consists of four groups (two engineering, contracts, and reliability compliance), each with a supervisor who reports to a Tier 3 Manager, and three technical leads. Each employee reports to a supervisor who manages the day‑to‑day operations, reporting, and effectiveness of that group. TPC manages the interface of the company utility customers and internal company staff to execute projects and programs.

TPC is a very collaborative and supportive culture that allows individuals to develop and grow.

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 and clerical tasks for the managers and support staff for the assigned organization(s).
• Greet visitors, answer, and screen telephone calls, respond to most questions, complete most business involving established policy or routine matters, take messages, set appointments, and forward questions and matters to appropriate personnel as needed, following up to verify a timely response.
• Serve as back‑up to other org Administrative Assistants as needed.
• Quickly align with manager and organizational priorities to monitor meetings, workflows, and delegated tasks, helping facilitate progress toward established targets. Assist with tracking the timely submission of documentation to the company HR Service Center (HR) and confirm that all administrative processes are monitored through to completion. Maintain and update project trackers (e.g., performance, training) for the manager, highlighting any potential issues or scheduling concerns for their review.
• Serve as liaison between organizations, work units, and management support staff. Keep up to date on issues, priorities, and sensitivities affecting work of the organization through consistent communication with the manager, frequent interaction with other managers, and outside contacts.
• Coordinate with and provide administrative guidance to lower‑level contract support personnel; may delegate assignments to other contract administrative personnel at the request of the manager.
• Administrative Team:
• Organize and coordinate Organizational Administrative Team Meetings.
• Attend mandatory Administrative Team Meetings.
• Participate as a team member and 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 assigned managers’ appointments, meetings, conferences, and calendar:
• 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 the company HR Service Center (HR) is accurately completed within established timelines.
• Complete appropriate new employee on‑boarding activities and retirement documentation.
• Prepare CFTE employee assignment extension documents; implement, oversee, and complete related documentation, and submit for proper review and approval, while performing associated follow‑up to obtain required signatures and approval.
• Arrange travel (domestic, invitational, and foreign), such as airline arrangements, hotel…