Administrative Services Assistant (7629)

Overview: ACS Professional Staffing is looking for an employee to work on-site with our client. This Administrative Services Assistant 3 position will provide a wide variety of professional and confidential administrative support to the managers and immediate staff within the business line organization. This full-time position is located in Seattle, WA.

Pay rate: $36.36

Benefits:Paid holidays: 11PTO: Starting at 10 daysSick Leave: Up to 56 hours per year (prorated based on start date)EAP: Employee Assistance ProgramBenefit Options Available: Medical, Dental, Vision, FSA, DCA, LPFSA, HSA, Group Life/AD&D, Voluntary Life/AD&D, Voluntary Short-Term Disability, Voluntary Long-Term Disability, Voluntary Critical Illness, Voluntary Accident, 401k (immediately eligible for employee and employer contributions – employer match up to 4%)Other benefits include the following: Calm App, Access Perks, Brio Health

Responsibilities: 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, and 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. 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. 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. Provide recommendations and instructions to staff to maintain conformance with general policies and correspondence procedures. 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 manager / personnel of any concerns or response delays. Process and screen incoming and outgoing correspondence to include proof reading.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 print shop to request printing services. Update and maintain desk reference manual. Serve as back-up to other org Administrative Assistants as needed. Come up to speed quickly on manager and organizational priorities to track meetings, work, and delegated projects or tasks to maintain accountability, confirming established targets are met. Validate on-time documentation submission to HR Service Center (HR) and verify all processes are tracked to completion within established timelines. Review and update project trackers (performance, training, etc.) for the manager, alerting appropriate parties of any noted issues / concerns. Serve as liaison between organizations, work units, and management support staff. Keep up to date on issues, priorities, and sensitivities affecting the 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. 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.Proactively coordinate managers’ daily Outlook calendars and schedules with full responsibility for scheduling and prioritizing assigned managers’ appointments, meetings, conferences, and calendarDesignated as a proxy for the DOE performance management system. Coordinate and assist managers with development of annual managers’ and employees’ performance appraisal plans by assisting in implementing, completing, and tracking documentation management. Schedule and track to completion all managers’ and employees’ progress reviews, performing associated follow-up to obtain required signatures and approvals. Apply strong familiarity with manager’s performance contract to prioritize and track meetings, work, and delegated projects or tasks to maintain accountability and to assist in ensuring established targets are met. Validate on-time documentation submission to HR Service Center (HR) and verify all processes are tracked to completion within established timelines. Perform data entry for Micro Purchase (P-card) Program (MPP) transactions Arrange travel (domestic, invitational, and foreign), such as airline arrangements, hotel accommodations, rental car or shuttle reservations for Manager and staff as neededCoordinate with managers and staff to coordinate Time & Attendance per established proceduresAssist with scheduling interviews through Fieldglass; preparing interview packets for assigned manager(s). Provide overall administrative support to staff members by acting as the liaison with HR, IT, SLMO, Workflow Connection, Security, Safety, Motor Pool, Facilities, and administrative services groupsMark documents and maintain filing system(s), files, emails, and records in accordance with compliance requirements. Share and disperse documents only to appropriate personnel (those with a Lawful Government Purpose (LGP) to know). Mark and maintain all official records in accordance with the Information Security (INFOSEC) and Information Governance & Lifecycle Management (IGLM) standards and procedures. Validate 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. Review and process Transmittals for Administrator/CEO Approval (TACs) for assigned organizations and ascertain conformance to administrative policies, procedures, and regulations. Verify proper coordination and timely compliance with assigned action. Advise and provide guidance to confirm conformance with general policies and correspondence procedures. May coordinate or assist with organizational and events such as: presentations, retirements, project or employee recognition celebrations, and Combined Federal Campaign (CFC) events.

Requirements: High school diploma or equivalent is required.Associate degree in Secretarial Science, Administrative Management or related field is preferred.6 years of demonstrated administrative/clerical experience is required.4 or more years of relevant work experience in administrative support functions with Microsoft Office Suite programs such as Word, PowerPoint, Excel, and Outlook.Intermediate to advanced skills/experience with SharePoint sufficient to support, manage, edit, and maintain site.Previous experience working in the utility industry.Previous experience with contracts.

Work sponsorship is not available at this time. Third-party candidates will not be considered for this position.

Because we are a federal government contractor, we have special restrictions placed on us for hiring foreign nationals into certain key positions within the company. This particular position requires U.S. citizenship.

ACS Professional Staffing will provide equal employment opportunities to all applicants without regard to the applicant’s race, color, religion, sex, gender, genetic information, national origin, age, veteran status, disability status, or any other status protected by federal or state law. The company will provide reasonable accommodations to allow an applicant to participate in the hiring process if so requested.

If you have any questions about the job posting, please contact recruiting@acsprostaffing.com

If you have any questions about our Reasonable Accommodation Policy, please feel free to email hr@acsprostaffing.com