Job #: 8586
Title: Administrative Services Assistant
Duration: 1+ year/ multi-year contract
Application Deadline: 7/4/18
is an Equal Opportunity Employer (EOE). M/F/D/V. Security Clearance
Requirement: Applicants selected will be subject to a government security
investigation and must meet eligibility requirements for access to classified
information. US Citizenship
contract Administrative Services Assistant 3 position will provide a wide range
of high level administrative and confidential support as well as data entry and
tracking to client’s Client Services (JR) organization. This position is located in Portland, OR.
SPECIAL REQUIREMENT: This position
requires confidentiality, professionalism and requires passing a higher level
background investigation, for which the selected candidate must qualify to hold
or continue to hold the position.
This position is NOT open to
Foreign National Candidates
Contract personnel are not allowed to direct
Federal employees, nor are they allowed to authorize expenditures or make
decisions on behalf of client; these functions are specifically assigned to
client employees. Contract personnel provide analysis, information and input to
those functions. Additionally, contract personnel may only represent client
(such as at seminars, industry events, etc.) with written authorization from a
client Vice President.
Position Responsibilities include:
all drafts, documents, materials and recommendations, as listed below, must be
reviewed, finalized and approved / accepted by appropriate client manager / or
other federal personnel with the authority to do so.
a wide variety of confidential administrative/clerical tasks for the managers
and staff for the assigned organization, managers and support staff.
and screen visitors; address questions and business involving established
policy, take messages, set appointments and/or refer visitors to other client personnel
draft, edit, and proof documents, correspondence, research, and presentations
using Word, Excel, PowerPoint, and Adobe Acrobat.
maintain and post Excel spreadsheets and PowerPoint presentations to SharePoint
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.
recommendations and instructions to staff to maintain conformance with general
policies and correspondence procedures.
meetings, record meeting minutes as requested, transcribe and disseminate as
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 client manager /
personnel of any concerns or response delays.
and screen telephone calls; respond to most questions and complete most
business involving established policy or routine matters; forward questions and
matters to appropriate client personnel as needed, following up to verify a
to questions and complete business according to established policy and/or
forward matters requiring action to appropriate staff, following up to verify a
and screen incoming and outgoing correspondence to include proof reading, to
consist of the following:
incoming correspondence and forward matters requiring action to appropriate
staff. Verify proper coordination and
timely completion of assignments.
and distribute incoming mail to appropriate recipient(s); as requested, review
outgoing mail and prepare materials for mailing, including providing
self-addressed stamped envelopes, when appropriate.
and maintain internal and external communication channels to ensure smooth flow
of information and positive working relationships.
faxing, scanning, photocopying, and work with the client print shop to request
and maintain desk reference manual.
as back-up to Tier II and Tier IV level Administrative Assistants as needed.
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 client manager, alerting appropriate parties of any noted issues /
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
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 client manager.
and coordinate Organizational Administrative Team Meetings.
mandatory Administrative Team Meetings.
as a team member and in team meetings both professionally and collaboratively.
as a team member to:
streamline and improve overall Administrative processes throughout the organization.
resolve organizational administrative issues and work on solutions as a group.
team work assignments
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:
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
plan, prioritize, coordinate, schedule and verify appointments, meetings
(in-person, phone conferences, web-based), conferences, and training for client
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 client
manager / personnel.
- Accept meeting invitations,
assist with outside visitor requests and schedule interviews.
- 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 client
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.
client manager in a variety of personnel and other actions for BFTE and CFTE,
and enter requests for personnel actions into HRMIS.
federal worker (BFTE) award requests in HRMIS for manager review/approval,
track awards for BFTE, and prepare recognition certificates for the organization.
- May be designated as a power-user
and/or back-up for the DOE e-Performance management system. Coordinate and
assist manager with development of
annual performance appraisal plans for federal 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.
Coordinate and track reporting requirements
and activities related to federal 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 client 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, BFTE tracking,
on-board reports, training, medical surveillance, emergency contact, and reimbursement
- Update and maintain Gallup survey records; follow up
with organizations to update the Gallup information.
- Assist client manager by recommending and implementing
approved staff recognition opportunities.
maintain, update, and distribute annual renewal of Motor Vehicle Driver
Authorizations, Travel Authorizations, and Telework Agreements for federal (BFTE).
and maintain Overtime/Comp Time authorizations for BFTE personnel.
- Complete appropriate new employee on-boarding
activities and retirement documentation.
CFTE 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.
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 Human Capital Management (HCM) and verify
all processes are tracked to completion within established timelines.
travel (domestic, invitational and foreign), such as airline arrangements,
hotel accommodations, and rental car and shuttle reservations, for client
Manager, Lead 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 client travel system (currently Concur).
- Prepare / draft necessary foreign and domestic forms
associated with travel.
- Prepare and process travel authorizations and vouchers
for group managers and staff using Concur.
- Validate that travel is complete and process travel
documentation in a timely manner and in accordance with federal and client
travel procedures and policies.
- Track, monitor and notify client manager and subject
personnel of needed approvals, signatures or other actions to enable
timely reimbursement processing and reporting.
with managers and staff to coordinate Time & Attendance per established
procedures, which may include:
- Prepare and review federal personnel time and
attendance reporting to verify accuracy for certification by manager(s)
and supervisor(s) using the client’s Business Enterprise System (BES),
HRMIS and Fieldglass.
- 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.
- Using Fieldglass, 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
with scheduling interviews through Fieldglass; preparing interview packets for
overall administrative support to staff members by acting as the liaison with
HCM, IT, Client, Workflow Connection, Security, Safety, Motor Pool, Facilities
/ Space Management and administrative services groups to process, coordinate,
request and track:
moves and workstation adjustments using Workflow Connection.
activities for new contract and/or federal personnel.
software upgrades IT equipment and other resource requests.
copier, and printer maintenance.
for needed office supplies and distribute to appropriate staff per established client
of badge return.
of cell phone requirements and inventory for staff, including ordering,
receiving, service setup, delivery, collection.
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.
office supply stock. Act as a point of contact for troubleshooting,
configuration, inventory, and maintenance of office systems and processes.
maintenance for Government Vehicles (GOV) assigned to the organization; drive GOVs
to and from service appointments and report mileage monthly.
the organizational SharePoint site including updating changes and adding new
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.
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.
all records management within SharePoint, including physical and electronic
official files, retention and conformance.
all records in accordance with the Information Governance & Lifecycle
Management (IGLM) policy and procedure and compliance requirements:
and disperse documents/letters to appropriate personnel.
that official records are accurately maintained for auditing purposes.
oversight and approval of the client manager / federal personnel, provide an
annual review and inventory of official files and maintain the organizational
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.
coordinate or assist with organizational and client events such as:
presentations, retirements, project or employee recognition celebrations, and Combined
Federal Campaign (CFC) events.*
Organizational Specific Responsibilities:
Participates in work sessions with staff and management to
plan strategic organization goals and objectives and provides input of an
administrative or non-technical nature. Participates in planning, policy
formulation, direction, and evaluation to assure the mission of the
organization is accomplished.
in voluntary events is NOT billable to client. Time spent planning and
organizing these events is considered part of the duties of the position and
may be performed on billable time.
School diploma or equivalent is required.
Degree in Secretarial Science, Administrative Management or a related field is
is a level 3 position: 6+ years of
demonstrated administrative/clerical experience is required.
or more years of relevant work experience in administrative support functions
with Microsoft Office Suite programs such as Word, PowerPoint, Excel and
Outlook is required. (Proficiency
with Microsoft Office 2010 is required).
to advanced skills/experience with SharePoint are required, sufficient
manage, edit, and maintain site.
knowledge of Performance Management is highly preferred.
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.
of office procedures governing correspondence control and preparation,
communication channels, records management, etc.
be self-motivated and self-disciplined.
problem solving, interpersonal communications and project management skills.
possess organizational capabilities and be able to carry out duties with little