Additional Project Information (API)

Additional Project Information (API)

Job #: 7488

Title: Administrative Services Assistant 3

Location: Vancouver

Additional Position Information:

ieSolutions 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 or Green Card REQUIRED

Position Overview:

This full-time contract position will provide administrative and confidential support to our client’s Transmission System Control Engineering Manager (TEC) and assist Tier II Executive Admin, Tier III, and Tier IV managers in a group of over 150 employees. This position will serve as liaison between TEC management, work units, and support staff to help the day-to day operations of the work group run smoothly. The Administrative Services Assistant 3 will provide procedural guidance as needed, to other contract workers within TEC. This position is located in Vancouver, WA.

Position Responsibilities include, but not limited to:

 Serve as liaison between TEC 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 TEC managers’ appointments, with full responsibility for scheduling and prioritizing Tier III and IV managers’ appointments, meetings, conferences and calendar; reserve meeting rooms and telephone bridges. Coordinate a variety of meetings and prepare pre- and post-meeting documentation. Screen calls and visitors, answer most questions and complete most business involving established policy or routine matters; refer other matters to subject matter experts when necessary.

 Serve as back-up to Tier II and Tier IV level Executive Assistants as needed in TE and TES.

 On manager’s behalf, submit requests for personnel actions in HRMIS and Workflow Connection for the organization’s awards, personnel action requests and training; includes coordination of required documentation and creation of award certificates. Complete appropriate new employee on-boarding activities and retirement documentation.

 Arrange travel, foreign and domestic, including airline arrangements, hotel accommodations, and rental car and shuttle reservations for the manager and staff as required. Prepare and process travel authorizations and vouchers for Manager, Lead and employees using Concur and/or Concur travel agent. Confirm travel is complete and vouchers are processed in a timely manner, in accordance with federal and travel procedures and policies. Provide necessary foreign and domestic forms associated with travel.

 Update and maintain desk reference manual.

 Perform data entry for P-card transactions, contracts, materials, changes and invoices.

 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.

 Responsible for preparing federal employees (BFTE) award requests in HRMIS for manager review/approval, tracking of awards for BFTE, and preparation of recognition certificates for the organization.

 Update and maintain Gallup survey records; follow up with organizations to update the Gallup information.

 Designated 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.

 Maintain Employee Tracking Log, BFTE tracking, on-board reports, training, medical surveillance, emergency contact, and reimbursement tracking information.

 Process time and labor documents for manager and staff; maintain official records of those documents. Maintain and reconcile TEC employee leave calendar submissions with payroll.

 Assist with scheduling interviews through Fieldglass, prepare detailed interview packets for all managers in TEC, and perform necessary tasks associated with managing onboarding of new contract personnel.

  • Serve as the organization’s Point of Contact (POC) for Workflow Connection. Coordinate a variety of administrative activities such as requests for IT equipment and handling the return of badges to Supplemental Labor. Prepare, coordinate and schedule office/cubicle moves for the department and track associated resource requests.

 Responsible for coordinating cell phone requirements and inventory for TEC 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.

 Participate on business process improvement and other special project teams, as requested by manager.

 Coordinate maintenance for Government Vehicles (GOV) assigned to TEC; drive GOVs to and from service appointments and report mileage monthly.

 Coordinate with and may delegate assignments or provide guidance to lower-level contract support staff.

 Responsible for maintaining the TEC SharePoint site. To include managing retention policy on all SharePoint folders, establish calendars, along with managing changes and new content.

 May coordinate or assist with organizational events such as: presentations, retirements, project or employee recognition celebrations, and Combined Federal Campaign (CFC) events.

  • Record minutes as requested, transcribe and disseminate as needed.
  • Attend and participate in monthly TE Secretary Meetings
  • Organize and coordinate TEC Secretary Meetings.
  • Prepare 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.
  • Track, maintain, update, and distribute annual renewal of Motor Vehicle Driver Authorizations, Travel Authorizations, Telework Agreements, for federal employees (BFTE).
  • Track and maintain Overtime/Comp Time authorizations for BFTE personnel.
  • Manage filing system in accordance with compliance requirements. File and disperse documents/letters to appropriate personnel. Verify that all official records, including personnel records, are accurately maintained for auditing purposes. Maintain file records in accordance with the Information Governance & Lifecycle Management (IGLM) system.

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

Position Requirements:

Education/Experience:

  • High School diploma or equivalent is required
  • Associate’s Degree in Secretarial Science, Administrative Management or a 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 is required. (Proficiency with Microsoft Office 2010 is required).
  • Intermediate to advanced skills/experience with SharePoint are required, sufficient to:
  • . Support, manage, edit, and maintain site

General Requirements:

  • Must be self-motivated, self-disciplined, with ability to communicate verbally and in writing.
  • Must possess organizational capabilities and be able to carry out duties with little direct guidance.
  • Must be able to multi-task, work as a team member, be flexible, maintain confidentiality and have good customer service skills.
  • Data entry skills are essential. This position requires above average computer and typing skills to coordinate calendars, schedule meetings, and record and distribute meeting notes.

Additional Requirements:

  • The selected candidate will be required to sign a Non-Disclosure Agreement (NDA) as a condition of the contract assignment.
  • This position may be eligible for situational offsite work, subject to the completion of a Supplemental Labor Offsite Work Memorandum of Understanding.
  • RSA token shall only be utilized when conducting work directly related to the API. Any other work is unauthorized. Contract worker is responsible for the safe-keeping of the issued RSA token at all times. If the RSA token is lost or compromised, immediately contact the COTR. All information associated with work performed offsite must be maintained in the client’s network environment. No client information will be allowed to be transmitted, stored and created, etc., on the contract worker's personal devices. Contract personnel must follow all client and government-wide security, asset management, and cyber security policies and procedures.
  • Approximately 5% travel is anticipated. Travel will primarily be for meetings and/or training attendance.
  • Up to 5% overtime is anticipated.
  • Valid Drivers License is required.
  • Client has implemented a Department of Energy (DOE) performance management system for Federal employees. This position may be designated by the manager as a proxy to access this system in order to assist the manager in completing documentation for employee performance reviews. Granting contract personnel access to this system will require encrypted transmission of a limited amount of Personally Identifiable Information (PII), specifically, Social Security Number and Date Of Birth, to DOE system administrators. The selected candidate’s acceptance of this contract position will also comprise permission for client to encrypt and transmit the limited PII data to DOE HQ in Washington DC, in order to create the system logon ID for the selected individual.

 Performance Expectations:

  • Meet timelines, milestones, deliverables, and provide timely status updates as may be required.
  • Expected to work collaboratively and in a team environment
  • Must demonstrate sound judgment, confidentiality, and a solid understanding of issues when advising the manager of upcoming events
  • Expected to complete training on HRMIS Time & Attendance, Concur (client’s internal systems), and be proficient in their use as a core component of this position

Client Provided Training:

  • Concur – Client’s travel scheduling and reimbursement program
  • Sunflower – Client’s inventory program
  • Supply Ordering
  • Government Correspondence Training
  • E-Performance – input and tracking of organizational performance plans
  • HRMIS – Client’s employee time and labor reporting system

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