Administrative Services Assistant 3
Company: First Tek, Inc.
Location: Vancouver
Posted on: May 28, 2023
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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.
ASA3:
" 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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