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Administrative Services Assistant 3

Company: First Tek, Inc.
Location: Vancouver
Posted on: May 28, 2023

Job Description:

NOTE: See supplemental position information document (if attached) for additional information regarding specific requirement for the advertised position

Summary: The role of the Administrative Services Assistant is to provide high-level administrative support by conducting research, preparing reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. May also train and act as administrative lead for lower level clerical staff.

Education and Applicable Fields:
" High School Diploma or GED is required.
" Associate s or Bachelor s Degree in Secretarial Science, Administrative Management or a related telecommunications field is preferred.

Education & Experience Requirements:
Level 3
" 6 years of Administrative experience is required.

Typical Tasks may include:
Note: Final drafts, documents or other products must be reviewed and approved by a BPA Federal employee with the authority to do so.
" Answer and screen telephone calls and directing messages and calls to appropriate person.
" Review and sort incoming mail, delivering to appropriate person.
" Make domestic and international travel arrangements and schedule appointments as needed
" Coordinate meetings (setting up conference calls, scheduling meeting rooms, arranging. reservations/catering, etc.).
" Maintain calendars including scheduling meetings, rooms and appointments.
" Conduct research, compile data, and prepare papers for consideration and presentation by management.
" Perform administrative duties including filing, photocopying, faxing and ordering and maintaining office supplies, office relocations, phone, computer service
" Operate office equipment such as fax machines, copiers, and phone systems, and use computers for spreadsheet, word processing, database management, and other applications.
" Provide information to management, coworkers, and peers by telephone, in written form, e-mail, or in person.
" Perform day-to-day administrative tasks such as maintaining information files and processing paperwork.
" Enter, transcribe, record, store, and/or maintain information in written or electronic/magnetic form.
" Review and verify BFTE and CFTE time and attendance per established procedures.
" Assist the BPA manager in a variety of personnel and other actions for BFTE and CFTE.
" Assist the BPA manager with annual performance appraisal plans for BFTE.
" Schedule and track training requirements.
" Prepare invoices, reports, memos, letters, financial statements and other documents, using word processing, spreadsheet, database, or presentation software.
" Track expenses and provide data entry for corporate credit cards/statements.
" Provides principal administrative support in an office to assigned manager(s) and assigned staff.
" Maintains a close and highly responsible relationship to the day-to-day activities of the manager and staff, works relatively independently, receiving a minimum of detailed supervision and guidance and performs various clerical and administrative duties requiring knowledge of the office routine and an understanding of the organization, programs and procedures related to the work of the office. Requires working knowledge of personal computer operations and certain office software programs.
" Performs advanced office duties, such as maintaining records management database systems, and performing basic bookkeeping work.
" Performs more complex administrative duties in support of a specific team, event or individual.
" Manages extra work flow to lower level secretarial staff in the same department or unit and delegate as needed.
" Schedules, coordinates and facilitates Administrative Team meetings.
" Coordinates work of CFTE Administrative Team
" Leads and facilitates work of CFTE Administrative Team

Knowledge, Skills and Abilities:
" Specific Skill Requirements:
o Verbal and written communication skills, multi-tasking, and customer service skills.
o Ability to keep information organized and confidential
o Ability to produce quality work under deadlines
o Advanced experience with computer applications, such as Microsoft Word, Outlook, Excel and PowerPoint
o In-depth knowledge of office procedures governing correspondence control and preparation, and administrative functions.
o Attention to detail.
o A willingness to take on responsibilities and challenges.
o Ability to be calm and effective during high stress situations.
" Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.
" Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
" Knowledge of computer hardware and software, including applications.
" Knowledge of business principles involved in resource allocation, production methods, and coordination of people and resources.
" Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate.
" Understanding written sentences and paragraphs in work related documents.
" Managing one's own time and the time of others.
" Communicating effectively in writing as appropriate for the needs of the audience.
" Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
" Understanding the implications of new information for both current and future problem solving and decision-making.
" Adjusting actions in relation to others' actions.
" Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action.
" Actively looking for ways to help people.
" Using computers and computer systems (including hardware and software) to set up functions, enter data, or process information.
" Observing, receiving, and otherwise obtaining information from all relevant sources.
" Developing constructive and cooperative working relationships with others, and maintaining them over time.
" Communicating with people outside the organization, representing the organization to customers. This information can be exchanged in person, in writing, or by telephone or e-mail.
" Developing specific goals and plans to prioritize, organize, and accomplish work.
" Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.
" The ability to listen to and understand information and ideas presented through spoken words and sentences and to communicate information and ideas in speaking so others will understand.
" The ability to read and understand information and ideas presented in writing.
" The ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules (e.g., patterns of numbers, letters, words, pictures, mathematical operations).
" The ability to apply general rules to specific problems to produce answers that make sense.
" The ability to tell when something is wrong or is likely to go wrong. It does not involve solving the problem, only recognizing there is a problem.

Keywords: First Tek, Inc., Vancouver , Administrative Services Assistant 3, Administration, Clerical , Vancouver, Washington

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