***Not able to use 3rd Party Agencies***
Administrative Services Assistant
Our client is seeking a full-time contract Administrative Services Assistant to join their team in Vancouver, WA. This position will provide a wide range of high level administrative and confidential support as well as data entry and tracking to our client’s Transmission System Operations organization and assist the Transmission System Operations Vice President, Tier III and Tier IV managers, in a group of over 100 employees.
Responsibilities of the Administrative Services Assistant
Provide a wide variety of confidential administrative/clerical tasks for the managers and staff for the assigned organization, managers and support staff.
Greet, screen, and escort visitors; address questions and business involving established policy or routine matters, 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 and validate conformance of the established administrative policies and regulations.
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.
Answer and screen telephone calls; respond to most questions and complete most business involving established policy or routine matters; forward questions and matters to appropriate personnel as needed, following up to verify a timely response.
Respond to questions and complete business according to established policy and/or forward matters requiring action to appropriate staff, following up to verify a timely response.
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.
Process outgoing mail and prepare materials for mailing, including providing self-addressed stamped envelopes, when appropriate.
Establish and maintain internal and external communication channels to allow for smooth flow of information and positive working relationships.
Perform data entry for P-card transactions, contracts, materials, changes and invoices as needed.
Perform faxing, scanning, photocopying, and work with the print shop to request printing services.
Participate on business process improvement and other special project teams, as requested by the manager.
Update and maintain desk reference manual.
Serve as back-up to Tier I, Tier II and Tier III level Administrative Assistants as needed.
Come up to speed quickly on manager and organizational priorities in order to track meetings, work, and delegated projects or tasks to maintain accountability, confirming established targets are met. Validate on-time documentation submission to Human Capital Management (HCM) 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 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 lower level contract administrative personnel at the request of the manager or Transmission Executive Associate Officer,
Organize and coordinate Organizational Administrative Team Meetings.
Attend mandatory Administrative Team Meetings, including but not limited to Transmission Administrative Team meetings and Executive Administrative Team meetings.
Participate as a team member and in team meetings both professionally and collaboratively.
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
Proactively coordinate managers’ daily Outlook calendars and schedules with full responsibility for scheduling and prioritizing Tier II manager’s 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. Demonstrate sound judgment and a solid understanding of issues when advising the manager of upcoming events.
Organize, plan, prioritize, coordinate, schedule and verify appointments, meetings (in-person, phone conferences, web-based), conferences, and training for 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.
Accept meeting invitations, assist with outside visitor requests and schedule interviews.
Ensure all meeting conflicts are discussed and resolved as soon as possible when meeting request is made. Confirm VP attendance at all Executive meetings, Safety week events, and Transmission Manager meetings, Town Halls and AEA and Transmission Award Ceremonies
Schedule and arrange meetings, conferences and training, including associated logistics and any necessary equipment (securing rooms, phone bridges, projection equipment, etc.).
Assist, compile, organize and verify appropriate files, notes and other materials are in order and ready for use at meetings, appointments, etc.
Draft agendas, coordinate speaking points, make arrangements for guest(s) / guest speakers and research and draft background information / materials as requested.
Arrange for representation by others if the manager’s time and priorities make necessary.
As requested, attend and take meeting minutes / notes, transcribe / draft and distribute as appropriate.
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, including:
Prepare and enter requests for personnel actions into HRMIS.
Prepare worker award requests in HRMIS for manager review/approval, track awards and prepare recognition certificates for the organization.
Prepare retirement documentation.
May be designated as a power-user and/or back-up for the e-Performance management system. Coordinate and assist manager with development of annual performance appraisal plans for personnel by assisting in implementing, completing, and facilitating documentation management.
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 Human Capital Management (HCM) is accurately completed within established timelines.
Process time and labor documents for manager and staff; maintain official records of those documents. Maintain and reconcile TO employee leave calendar submissions with payroll. Coordinate and track reporting requirements and activities related to internal staff including creation/submission of travel documents and telework agreements and required training.
Register manager and staff for internal/external training classes and conferences.
Assist manager with employee engagement activities and planning.
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.
Maintain Employee Tracking Log,
tracking, on-board reports, training, medical surveillance, emergency contact, and reimbursement tracking information.
Update and maintain FEVS survey records; follow up with organizations to update the FEVS information. Update and maintain TO organizational Action Plans.
Assist manager by recommending and implementing approved staff recognition opportunities.
Track, maintain, update, and distribute annual renewal of Motor Vehicle Driver Authorizations, Travel Authorizations, and Telework Agreements.
Track and maintain Overtime/Comp Time authorizations for personnel.
Complete appropriate new employee on-boarding activities and retirement documentation.
Prepare 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.
Designated as a proxy for the 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 Human Capital Management (HCM) and verify all processes are tracked to completion within established timelines.
Designated proxy for Sunflower IT items and products tracking database. Responsible for coordinating IT and phone requirements and inventory for staff, including ordering, receiving, service setup, delivery, collection of all IT and phone equipment.
Arrange travel (domestic, invitational and foreign), such as airline arrangements, hotel accommodations, and rental car and shuttle reservations, for Manager, and staff as needed, which may include:
Assist in preparing and submitting passport documentation as necessary.
Assist management and staff in setting up profiles in the travel system.
Prepare / draft necessary foreign and domestic forms associated with travel.
Prepare and process travel authorizations and vouchers for group managers and staff.
Validate that travel is complete and process travel documentation in a timely manner and in accordance with travel procedures and policies.
Track, monitor and notify manager and subject personnel of needed approvals, signatures or other actions to enable timely reimbursement processing and reporting.
Coordinate with managers and staff to coordinate Time & Attendance per established procedures, which may include:
Prepare and review personnel time and attendance reporting to verify accuracy for certification by manager(s) and supervisor(s). May serve as timekeeping power user (able to input time for others as requested).
Maintain and reconcile employee leave calendar submissions with payroll.
Check leave slips to verify accuracy using organizational leave calendars and other documentation. Verify that time has been approved.
Review time sheets for contract personnel to verify that reporting is accurate.
Verify 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.
Assist with scheduling interviews preparing interview packets for assigned manager(s) and perform necessary tasks associated with managing onboarding of new contract personnel.
Provide overall administrative support to staff members by acting as the liaison with, Safety, Facilities / Space Management and administrative services groups to process, coordinate, request and track:
Serve as the organization’s Point of Contact (POC).
Office moves and workstation adjustments.
Onboarding activities for new contract and/or internal 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 procedures.
Coordination of badge return.
Coordination of cell phone requirements and inventory for staff, including ordering, receiving, service setup, delivery, collection.
Serve as organization’s central point of contact for accident reporting, including collection, correction, and distribution of required documentation, and communication with employees, managers, safety office, HCM, and other resources regarding policy, regulations, etc.
Responsible for maintaining office supply stock. Act as a point of contact for troubleshooting, configuration, inventory, and maintenance of office systems and processes.
Assist in coordination of maintenance for company vehicles assigned to the organization; drive to and from service appointments and report mileage monthly, as necessary.
Maintain the organizational SharePoint site including updating changes and adding new content.
Establish, maintain, and administer SharePoint organization, team and other meeting/project sites including setting up document repositories, calendars, workspaces, and tracking lists. Manage content and permissions.
Maintain a tracking system of suspense items to verify timely compliance with scheduled responses or actions utilizing SharePoint. Coordinate and direct work unit responses for time-critical documents.
Responsible for all records management within SharePoint, including physical and electronic official files, retention and conformance.
Maintain organizational charts
Manage all records in accordance with the 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 / 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 other events such as: presentations, retirements, project or employee recognition celebrations, and other events.
Qualifications of the Administrative Services Assistant
Associate’s Degree in Secretarial Science, Administrative Management or a related field is preferred.
6+ years of demonstrated administrative/clerical experience is required.
Required Technical Skills & Experience
4+ years of relevant work experience in administrative support functions with Microsoft Office Suite programs such as Word, PowerPoint, Excel and Outlook; proficiency with Microsoft Office 2010
Intermediate to advanced skills/experience with SharePoint are required, sufficient to:
Support, manage, edit, and maintain site.
Data entry skills are essential to this role. This position requires above average computer and typing skills to coordinate calendars, schedule meetings, and record and distribute meeting notes.
Preferred Skills & Experience
Must have excellent communication skills (both oral and written) with the ability to interface effectively with Executive Managers, customers and various staff in a positive, courteous and cooperative manner.
Previous knowledge of office procedures governing correspondence control and preparation, communication channels, records management, etc. is preferred.
Benefits are available to eligible VanderHouwen contractors and include coverage for medical, dental, vision, life insurance, short and long term disability, and matching 401k.
VanderHouwen is an award-winning, Women-Owned, WBENC certified professional staffing firm. Founded in 1987, VanderHouwen has been successfully placing experienced professionals throughout the Pacific Northwest and nationwide. Our recruitment teams are highly specialized in either Technology and IT, Engineering, or Accounting and Finance career markets. Our recruiters value building meaningful, professional relationships with each candidate as well as developing honed knowledge of companies' staffing needs and workplaces. Partner with us to land your next exciting career.