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Administrative Services Assistant 2

Company: Flux Resources
Location: Vancouver
Posted on: November 19, 2020

Job Description:



Administrative Services Assistant 2



Flux Location



Washington, Vancouver



Employment Type

ONFT




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Administrative Services Assistant 2

Flux is currently seeking a Administrative Services Assistant 2 to join our project team onsite with our client in Vancouver, WA. This full-time, contract Administrative Services Assistant 2 position provides a wide range of professional and confidential administrative support as well as data entry and tracking to Engineering & Technical Services organization.

Position Responsibilities include:

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:

Correspondence:


  • Process and screen incoming and outgoing correspondence to include proof reading and consist of the following:

  • Review documents and letters to verify proper formatting and accuracy.

  • Sort and distribute incoming mail to appropriate recipient(s).

  • Review incoming correspondence and forward matters requiring action to the appropriate staff.

  • Process outgoing mail and prepare materials for mailing, including providing self-addressed stamped envelopes, when appropriate.

  • Monitor correspondence requests for a timely response.

    Administrative Team:


    • Serve as back up to other Administrative Assistants as needed.



      • Attend mandatory Administrative Team Meetings and participate both professionally and collaboratively.

      • Work as a team member and assist to standardize, streamline and improve overall administrative processes for the organization and complete team work assignments.

        Calendars and Schedules


        • Organize, coordinate, schedule and verify appointments, meetings, conferences, and training for 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.).

            Management and Organizational Support


            • Assist manager in a variety of personnel and other actions for BFTE and CFTE which may include:



              • Assist with the preparations of personnel actions to be entered into HRMIS.

              • 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.



                  • Coordinate and track reporting requirements and activities related to federal staff including creation/submission of travel documents and telework agreements and required training.

                  • 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.



                    • Provide overall administrative support to staff members by acting as the liaison with Tier III Admin, 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 procedures.

                    • Coordination of badge return to SLMO.

                    • Coordination of cell phone requirements and inventory for staff, including ordering, receiving, service setup, delivery, collection.

                    • Support of TEL assigned GSA vehicles



                      • Perform data entry, provide maintenance, tracking and reporting for a variety of organizational databases and management reports. This work may include providing reporting, data, metrics, etc. as requested by Tier 2 administrative assistants or Contract Admin Team Lead as requested.

                      • Perform data entry for Government Purchase Card transactions.








                        • 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, and project or employee recognition celebrations.

                            • May provide basic information/support to the manager by viewing/providing information utilizing the DOE E-performance management system.

                              Position Requirements:

                              Education/Experience:


                              • High school diploma or equivalent is required.

                              • Associates Degree in Secretarial Science, Administrative Management or related field is preferred.

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

                                Technical Requirements:


                                • 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 2010/16 proficiency required).

                                  .





                                  Flux Resources, LLC is proud to be an AA/EEO employer and we are committed to engaging with diverse populations. It is our priority to be a leader in creating a workforce that represents the citizens we serve. While providing EEO self-identification information is voluntary, we encourage you to do so as it is pertinent to our commitment of creating a diverse workforce.

                                  All candidates will receive consideration without regard to characteristics protected by applicable local, state or federal law such as race, color, sex, age, religion, national origin, physical or mental disability, pregnancy, marital status, veteran or military status, genetic information, gender identity, or sexual orientation.

                                  FLUX Resources, LLC. wants to ensure applicants who apply for jobs electronically are informed of their equal employment opportunity (EEO) protections as part of the application process through the EEO is the Law and Supplement to EEO is the Law posters. In addition, you can review the prescribed pay transparency nondiscrimination provision.

                                  If you are a qualified individual with a disability or a disabled veteran you have the right to request an accommodation, which can be done by e-mailing us at accommodations@workwithflux.com and providing us with your name and contact information


Keywords: Flux Resources, Vancouver , Administrative Services Assistant 2, Administration, Clerical , Vancouver, Washington

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