Administrative Services Assistant

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

19852

12 months

This position closes to submittals on August 26th.

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

This assignment will provide a full suite of administrative support for Tier 3 organizations under the Transmission Chief of Staff (TA) organization including Business Operations (TAB), Strategy & Business Management (TAS), and potentially Aircraft Services (TAA) as well as ongoing support for Transmission Student Development program participants (TD).

The Transmission Chief of Staff (TA), “CoS”, reports directly to the Senior Vice President of Transmission Services (SVP) for the company. The CoS is a principal manager and senior policy advisor to the Transmission Senior Vice President (SVP) and the Transmission Executive Team regarding the strategic direction and execution of Transmission initiatives and operations. The CoS is also the chairperson of the Transmission Internal Operation Manager (IOM) team and serves as the SVP-designated point of contact for other company-wide organizations and committees.

The CoS is also responsible for the business line’s internal operations, including Aircraft Services (TAA), Business Operations (TAB), and Transmission Strategy & Business Management (TAS) to ensure that Transmission Services’ strategic objectives are achieved in accordance with statutory and contractual obligations.

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.
• Create draft, edit, and proof documents, correspondence, research, and presentations using Word, Excel, PowerPoint, and Adobe Acrobat.
• Build, maintain and post Excel spreadsheets and PowerPoint presentations to SharePoint sites.
• 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.
• 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 Tier III and IV managers’ appointments, meetings, conferences and calendar:
• Coordinate appointments, including commitments of time. Advise manager 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 training for the managers and other staff (securing rooms, phone bridges, projection, and other meeting supplies). This may include drafting agenda and other meeting materials and developing background information for review, consideration and finalization by appropriate manager / personnel.
• Inform 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 and enter requests for personnel actions into HRMIS.
• Prepare federal worker (BFTE)…