Administrative Assistant

Overview

Administrative Assistant Jobs in Portland, OR at CorSource

Title: Administrative Assistant

Company: CorSource

Location: Portland, OR

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

We encourage you to submit your resume to the job posting link, or directly contact: [email protected], 503-726-4545

19830

Administrative Services Assistant 2

12 months

Portland

This position closes to submittals on July 31st.

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

OVERVIEW

Assignment

This assignment provides professional and confidential administrative support to the managers, supervisors, and immediate staff of the company’s organizations. This position will facilitate and coordinate administrative processes and functions that support M programs and projects.

Organization

The Strategy, Business Transformation and Customer Services (M) organization operates out of the Portland Headquarters of the company. The M org works primarily with customer relationship management and business processes within the company. The purpose of this organization is to manage and synthesize the efforts of organizations with cross-company functions. Coordinated management of these organizations is essential to maximizing benefits for the company.

ASSIGNMENT RESPONSIBILITIES

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 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 company 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 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 and finalize documents and letters to verify proper formatting and accuracy.
• Prepare return cover letters to return contracts (if applicable), tracking delivery and internal process for returned contracts.
• As requested, sort and distribute incoming mail to appropriate recipient(s).
• Review incoming correspondence; respond to most questions and complete most business involving established policy or routine matters and/or forward matters requiring action to appropriate staff following up to verify a timely response.
• Process outgoing mail and prepare materials for mailing, including providing self-addressed stamped envelopes, when appropriate.
• Provide overall monitoring for requests for information or products and verify that responses are made in a timely fashion.
• 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 company print shop to request printing services.
• Provide input and recommendations for potential process / procedural improvements.
• Update and maintain desk reference manual.
• Serve as backup to other Administrative Assistants as needed.
• Assist the Manager and staff in the development and draft of Standard Operating Procedures, governance, and internal control procedures as changes and processes occur; assist and promote implementation of the company management-approved process and procedural changes.
• Administrative Team:
• 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.
• Complete team work assignments
• Organize, coordinate, schedule and verify appointments, meetings, conferences, and training for the 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 meeting participants of arrangements and of any changes.
• Compiling, organizing and verifying appropriate files, notes and other materials are in order and ready for use at meetings, appointments, etc.
• Drafting agendas; making arrangements for guest(s) / guest speakers and researches and drafting background information / materials.
• As requested, attending and taking meeting minutes / notes, transcribing / drafting and distributing as appropriate.
• Informing manager/company staff of appointments and other commitments that might have a bearing on future decisions.
• Coordinating events such as off-site meetings, including all logistics, meeting materials and agendas.
• Assist the manager in a variety of personnel and other actions for BFTE and CFTE which may include:
• Preparing CFTE employee assignment extension documents; implement, tracking documentation, and performing associated follow-up to obtain required signatures and approval.
• 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 assisting managers and staff with Time & Attendance per established procedures, which may include:
• Preparing and reviewing federal personnel time and attendance reporting to verify accuracy for certification by manager(s) and supervisor(s) using the Company Business Enterprise System (BES), HRMIS and Fieldglass.
• May serve as timekeeping power user (able to input time for others as requested).
• Maintaining and reconciling employee leave calendar submissions with payroll.
• Checking leave slips to verify accuracy using organizational leave calendars and other documentation. Verifying that time has been approved.
• Using Fieldglass, review time sheets for contract personnel to verify that reporting is accurate.
• Verifying time and attendance procedures, policies and practices, including any special time recording requirements (admin leave, holidays, etc.) are communicated to management and staff in a timely manner.
• Provide overall administrative support to staff members by acting as the liaison with HCM, IT, SLMO, Workflow Connection, Security, Safety, Motor Pool, Facilities / Space Management and administrative services groups which may include processing, coordinating, requesting and tracking:
• Office moves and workstation adjustments using Workflow Connection.
• Onboarding activities for new contract and/or federal personnel.
• Computer, software upgrades IT equipment and other resource requests.
• Computer, copier, and printer maintenance.
• Requests for needed office supplies and distribute to appropriate staff per established company procedures.
• Coordination of badge return to SLMO.
• Coordination of cell phone requirements and inventory for staff, including ordering, receiving, service setup, delivery, collection.
• Assist with scheduling interviews through Fieldglass; preparing interview packets for assigned manager(s).
• Perform data entry, provide maintenance, tracking and reporting for a variety of organizational databases and management reports.
• Manage all records in accordance with the Information Governance & Lifecycle Management (IGLM) policy and procedure and compliance requirements:
• File and disperse documents/letters to appropriate personnel.
• Validate that official records are accurately maintained for auditing purposes.
• With oversight and approval of the manager / federal personnel, provide an annual review and inventory of official files and maintain the organizational file outline.
• May coordinate or assist with organizational and agency events such as: presentations, retirements, project or employee recognition celebrations, and CFC events.*
• May provide basic information/support to the manager by viewing/providing information utilizing DOE’s Performance Management System.

*Participation/attendance in voluntary events is NOT billable to the company. Time spent planning and organizing these events is considered part of the duties of the assignment and may be performed on billable time.

REQUIREMENTS

Education & Corresponding Experience

High school diploma or equivalent is required.

Associate’s or bachelor’s degree in office administration/management, business administration/management, or a related field is preferred.

4+ years of demonstrated administrative/clerical experience is required.

Required Technical Skills & Experience

4 or more years of relevant work experience in administrative support functions with Microsoft Office Suite programs such as Word, PowerPoint, Excel and Outlook (Microsoft Office 2010 proficiency required).

All qualified applicants at CorSource Technology Group will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

Does this position sound interesting, but perhaps not for you? If you know of a friend or colleague that could be a match, your referral could be worth a referral bonus.

[email protected], 503-726-4545