Administrative Services Assistant

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

19869

12 months

This position closes to submittals on September 16th.

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

This full-time contract Administrative Services Assistant 2 assignment is located in Vancouver, WA and will provide administrative and confidential assistance to the Construction Management and Inspection organizations (supporting approximately 25 people). This assignment will also provide back-up and assistance to other Administrative Services Assistants 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 Construction Managers and Inspectors, frequent interaction with other managers, and outside contacts.

The TFHM and TFHQ organizations are a collection of construction managers and inspectors, who are responsible for contractor-built high voltage and critical facility construction projects supporting transmission grid. This assignment works collaboratively and in partnership with the various construction managers, inspectors, and various company stakeholders. 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.
• Be the primary administrative contact for Construction Management and Inspection; 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 spreadsheets, presentations, and other documents 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).
• 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.
• 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.
• Organize, plan, prioritize, coordinate, schedule and verify appointments, meetings (in-person, phone conferences, web-based), conferences, and internal/external training classes for the managers and other staff (securing rooms, phone bridges, projection, and other meeting supplies). This may include associated logistics and any necessary equipment (securing rooms, phone bridges, projection equipment, etc.), drafting agendas and other meeting materials, coordinating speaking points, planning for guest(s)/guest speakers and researching and drafting background information for review, consideration and finalization by appropriate manager / personnel.
• Track Overtime/Comp Time authorizations for BFTE personnel.
• Verify completion of all required training for employees and managers by communicating what training is due, how to obtain training, submitting external training requests, and tracking training completion status.
• Update Business Continuity Plan (BCP) semiannually and verify…