• Administrative Services Assistant

    ACS Professional StaffingPortland, OR 97240

    Job #1336815729

  • Administrative Services AssistantDate Posted: 10/16/2020Job Function: ClericalCity: PortlandState/Province: OregonJob Number: JO-2010-9372Overview:ACS Professional Staffing is looking for an employee to work on-site with our client. The Administrative Services Assistant position provides administrative, clerical, and technical support to the manager of Aircraft Services and the TAA organization.This full-time position is located in Portland, OR. Because we are a federal government contractor, we have special restrictions placed on us for hiring foreign nationals into certain key positions within the company. This particular position requires U.S. citizenship.ACS Professional Staffing will provide equal employment opportunities to all applicants without regard to applicant's race, color, religion, sex, gender, genetic information, national origin, age, veteran status, disability status, or any other status protected by federal or state law. The company will provide reasonable accommodations to allow an applicant to participate in the hiring process if so requested.Responsibilities:+ Provide a wide variety of confidential administrative tasks for the managers and staff for the assigned organization, managers, and support staff.+ Greet and screen visitors; address questions and business involving established policy, take messages, set appointments, and refer visitors+ Create draft, edit, and proof documents, correspondence, research, and presentations using Word, Excel, PowerPoint, and Adobe Acrobat.+ Build maintain and post Excel spreadsheets and PowerPoint presentations to SharePoint sites.+ Proof, review, and when applicable, draft, correspondence and documents prepared for manager signature and validate conformance of the established administrative policies and regulations, confirm proper coordination and timely compliance with assigned action. + Provide recommendations and instructions to staff to maintain conformance with general policies and correspondence procedures.+ Attend meetings, record meeting minutes as requested, transcribe, and disseminate+ Maintain a tracking system of action items to verify timely compliance with scheduled responses or actions. + Answer and screen telephone calls; respond to most questions and complete most business involving established policy or routine matters+ Process and screen incoming and outgoing correspondence to include proof reading+ Review incoming correspondence and forward matters requiring action to appropriate staff.+ Sort and distribute incoming mail+ Process outgoing mail and prepare materials for mailing, including providing self-addressed stamped envelopes+ Establish and maintain internal and external communication channels to coordinate smooth flow of information and positive working relationships. + Perform faxing, scanning, photocopying+ Serve as liaison between organizations, work units, and management support staff. + Coordinate with and provide administrative guidance to lower-level contract support personnel+ Coordinate appointments, including commitments of time. Advise manager of appointments and other commitments that might have a bearing on future decisions. + Accept meeting invitations, assist with outside visitor requests, and schedule interviews.+ Schedule and arrange meetings, conferences, and training, including associated logistics and any necessary equipment+ Inform manager and staff of appointments and other commitments that might have a bearing on future decisions.+ Arrange travel, such as airline arrangements, hotel accommodations, and rental car and shuttle reservations+ Assist in preparing and submitting passport documentation, as necessary.+ Establish, maintain, and administer SharePoint organization, team and other meeting/project sites including setting up document repositories, calendars, workspaces, and tracking lists. Assists with content and permissions.Requirements:+ High school diploma or equivalent is required.+ Associates Degree in Secretarial Science, Administrative Management or 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 (Microsoft Office 2010 proficiency required).+ Working knowledge of SharePoint is required.+ Advanced knowledge and proficiency in Visio are required.+ Strong verbal and written communication skills+ Valid U.S. Driver's License is required.+ Work sponsorship not available at this ~~~ third-party candidates considered for this position.