Administrative Services Assistant

ACS Professional Staffing is looking for an employee to work on-site with our client. This Administrative Services Assistant 2 will provide high-level administrative and clerical support by managing calendars, coordinating meetings and travel, preparing correspondence, maintaining records, and tracking action items to ensure timely follow through. The role requires strong proficiency with Microsoft Word, Excel, PowerPoint, Outlook, and SharePoint to create, manage, and maintain documents, presentations, and shared sites.

The position supports managers and staff through communication coordination, meeting minutes, document control, and general office operations. Qualified candidates will have at least 6 years of administrative experience, including 4+ years supporting teams with Microsoft Office tools and intermediate to advanced SharePoint experience.
This full-time position is located in Olympia, WA.

• Paid holidays
  : 11
• PTO: Starting at 10 days
• Sick Leave: Up to 56 hours per year (prorated based on start date)
• EAP: Employee Assistance Program
• Benefit Options Available: Medical, Dental, Vision, FSA, DCA, LPFSA, HSA, Group Life/AD&D, Voluntary Life/AD&D, Voluntary Short-Term Disability, Voluntary Long-Term Disability, Voluntary Critical Illness, Voluntary Accident, Hospital Indemnity, 401k (immediately eligible for employee and employer contributions - employer match up to 4%)
• Other benefits include the following: Calm App, Life Balance Discount Program

• Greet and screen visitors; address questions and business involving established policy, take messages, set appointments and/or refer visitors to other personnel as appropriate.
• 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 (Use Word, Excel, PowerPoint and Adobe Acrobat). .
• Sort and distribute incoming mail to appropriate recipient(s); as requested, review incoming correspondence.
• Process outgoing mail and prepare materials for mailing, including providing self-addressed stamped envelopes, when appropriate.
• Attend mandatory Administrative Team Meetings.
• Participate as a team member in team meetings both professionally and collaboratively.
• Standardize, streamline and improve overall administrative processes throughout the organization.
• Help resolve organizational administrative issues and work on solutions as a group.
• Coordinate appointments, including commitments of time. Advise manager and staff of appointments and other commitments that might have a bearing on future decisions.
• Accept meeting invitations, assist with outside visitor requests and schedule interviews.
• Assist, compile, organize and verify appropriate files, notes and other materials are in order and ready for use at meetings, appointments, etc.
• Arrange for representation by others if manager’s time and priorities make necessary.
• As requested, attend and take meeting minutes / notes, transcribe / draft and distribute as appropriate.
• Assist manager in a variety of personnel and other actions for BFTE and CFTE, including:
• Prepare recognition certificates for the organization.
• Assist manager with preparing draft retirement letters.
• Track, maintain, update, and distribute annual renewal of Motor Vehicle Driver Authorizations, Travel Authorizations, Telework Agreements and Position Hazard Assessment (PHA) for federal (BFTE).
• Track Overtime/Comp Time authorizations for BFTE personnel.
• Verify completion of all required training for employees and managers by communicating what training is due, how to obtain training, submitting external training requests, and tracking training completion status.
• Implements Personnel Security, Information Security, and the Employee Badging office requirements to support and serve as a designated field registrar for Public Trust Investigations and Personal Risk Assessments to badge and fingerprint all eligible employees using the USAccess system.
• Update and post Occupant Emergency Plan (OEP) semiannually and verify District Manager and staff are familiar with established emergency response procedures associated with current OEP during drills and emergency situations.
• Assist in preparing and submitting passport documentation as necessary.
• Assist management and staff in setting up profiles in the travel system (currently Concur).
• Prepare / draft necessary foreign and domestic forms associated with travel.
• Prepare and process travel authorizations and vouchers for group managers and staff using Concur.
• Validate that travel is complete and process travel documentation in a timely manner and in accordance with federal and travel procedures and policies.
• Track, monitor and notify manager and subject personnel of needed approvals, signatures or other actions to enable…