Administrative Services Assistant #25456

Administrative Services Assistant #25456
Part time contract position for 6 months
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Act as a liaison between the Manager, supervisors, and immediate staff to ensure the day-to-day operations of the work group run smoothly.
Provide a wide variety of secretarial, clerical, and administrative support to the workgroup. This includes creating, editing, and finalizing documents, correspondence, research, and presentations using Word, Excel, PowerPoint, and Adobe Acrobat.
Provide assistance with technical issues that arise with software and office equipment.
Support staff in scheduling travel using Concur Solutions Travel program and process travel vouchers for payment upon traveler's return.
Process incoming and outgoing mail and packages. Review incoming shipments for appropriate processing.
Gather information from various sources and create handout packets and agendas for meetings. Prepare, copy, and assemble meeting materials. Take meeting notes, transcribe, and disseminate to attendees.
Provide phone coverage for the organizations, answering questions, taking messages, or forwarding the call to the appropriate person. Distribute mail.
Using appropriate tools (such as Service Connection, Workflow Connection, Technology Resource Requests, etc.), provide administrative support to staff members, acting as the liaison with IT and administrative services groups to coordinate:
Office moves and workstation adjustments
Computer and software upgrades
Cell phone upgrades and phone service requests
Computer, copier, and printer maintenance.
Office supply orders and office equipment maintenance requests.
Create and maintain official files, based on guidelines outlined in the Records Manual.
Using HRMIS Time & Attendance System, enter and validate bi-weekly timesheets. Monitor and track leave balances and run reports using HRMIS Time & Attendance.
Using Asset Suite, reconcile purchase cards (P-Cards).Schedule and coordinate all work group on-site or off-site meetings/events/interviews: coordinating phone conferences, network access, and/or LiveMeeting's (when appropriate), develop and/or obtain agendas and meeting materials for presentation by managers and/or independent contributors, while ensuring availability and confirmation of key attendees and conference room facilities.
Prepare presentations using PowerPoint
High school diploma or equivalent is required.
Associates Degree in Secretarial Science, Administrative Management or a related field is preferred.
4 - 6 years of demonstrated administrative/clerical experience is required; 6+ years is highly desirable.
4 or more years of relevant work experience in administrative support functions with Microsoft Office Suite programs such as Word, PowerPoint, Excel and Outlook required. (Microsoft Office 2010 proficiency required)
Experience in SharePoint is highly desirable.
Excellent communication skills; excellent phone skills are a must.
Proven ability to multi-task; demonstrated ability to work both independently and collaboratively as part of a project team.
Demonstrated ability to organize large meetings between multiple agencies.
Ability to quickly anticipate change and handle multiple interruptions. Ability to work independently with little to no guidance. Must be very accurate with high attention to detail.
Ability to work effectively with people with differing backgrounds and perspectives.
Ability to handle pressure and stress associated with demanding workload.
Ability to maintain confidentiality.
Travel is expected (estimate of 5%)
Will be expected to complete training on internal systems, and be proficient in these systems as a core component of this position.
Consistent and reliable attendance.
Meet timelines, milestones, deliverables on all work assignments.
Establish and maintain effective relationships with internal stakeholders and external customers.
VanderHouwen & Associates, Inc.
For over two decades, VanderHouwen & Associates, Inc. (VHA), a Women Owned and nationally certified WBENC organization, has been a premier staffing provider of IT, Engineering, and Accounting professionals in the Pacific Northwest. While it might seem unusual for a rapid-deploy, results-driven business like ours to take that responsibility personally, we do. Our President's work ethic not only serves as the foundation of our company, but drives the commitment to individual attention which infuses our culture. Our dedication is to the satisfaction and success of our clients and consultants. We're committed to providing outstanding service to a uniquely demanding industry in a straightforward, ethical, highly personal, and always-responsive manner.
6342 SW Macadam Ave. o Portland, Oregon 97239
P 503.299.6811 TF 888.299.6811 F 503.224.6181 http://www.vanderhouwen.com

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