Administrative Services Assistant

Position: Administrative Services Assistant 2
Job Description

This full-time contract position, known as a 'Field Clerk,' is located in Olympia, WA. The role involves providing administrative and confidential assistance to the Olympia District Operations & Maintenance Manager within the Transmission Field. The position also includes back-up and assistance to other Field Clerks and serves as a liaison between organizations, work units, and management support staff.

+ Provide confidential administrative/clerical tasks for managers and staff.

+ Greet and screen visitors, manage appointments, and refer visitors to appropriate personnel.

+ Create and maintain Excel spreadsheets and PowerPoint presentations, and post them to SharePoint sites.

+ Draft, proofread, and review correspondence and documents for manager signatures.

+ Provide recommendations and instructions to staff to adhere to general policies and correspondence procedures.

+ Attend meetings, record minutes, and disseminate information as needed.

+ Maintain a tracking system for action items and ensure timely compliance with scheduled responses.

+ Answer and screen telephone calls, forwarding queries as necessary.

+ Process and screen incoming and outgoing correspondence, ensuring proper coordination and timely completion.

+ Establish and maintain communication channels to facilitate information flow and positive relationships.

+ Perform faxing, scanning, photocopying, and coordinate with the print shop for printing services.

+ Serve as backup to other Field Clerks as needed.

+ Coordinate managers' daily Outlook calendars and schedules.

+ Organize and schedule appointments, meetings, and conferences, including logistics and necessary equipment.

+ Assist with personnel and other actions, including preparing retirement letters and managing authorizations.

+ Track and maintain training requirements and completion for employees and managers.

+ Support Personnel Security and Information Security by serving as a field registrar.

+ Update and post the Occupant Emergency Plan and ensure familiarity with emergency procedures.

+ Act as a Talent Partner for the Workday performance management system.

+ Arrange domestic and foreign travel for managers and staff.

+ Coordinate Time & Attendance reporting and maintain leave calendars.

+ Provide administrative support by liaising with HR, IT, and other services.

+ Coordinate and track employee medical surveillance appointments.

+ Manage Purchase Card statements and perform corrective reviews.

+ Maintain the organizational SharePoint site and administer meeting/project sites.

+ Manage records in compliance with Information Governance & Lifecycle Management policies.

+ Coordinate or assist with organizational events, such as presentations and employee recognition celebrations.

Qualifications

+ High school diploma or equivalent required.

+ Associate's or Bachelor's Degree in Office Administration/Management, Business Administration/Management, or a related field preferred.

+ 6 years of demonstrated administrative/clerical experience required.

+ 4 or more years of experience with Microsoft Office Suite programs, including Word, PowerPoint, Excel, and Outlook.

+ Intermediate to advanced skills with SharePoint or a similar system.

+ Strong organizational and communication skills.

+ Ability to work independently and as part of a team.

+ Proficiency in managing and maintaining SharePoint sites.

+ Experience in a deadline-driven environment.

Work Environment

The position is part of the Transmission Field organization, which includes skilled crafts like electricians and linemen responsible for the maintenance of the transmission grid. The role involves collaboration with District Managers and Field Clerks. The work environment is a slower-paced office setting with somewhat flexible hours and business casual attire. The role requires an independent work style with a focus on meeting deadlines.

Job Type & Location

This is a Permanent position based out of Olympia, WA.

Pay and Benefits

The pay range for this position is $26.00 - $31.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:

- Medical, dental & vision - Critical Illness, Accident, and Hospital - 401(k) Retirement Plan - Pre-tax and Roth post-tax contributions available - Life Insurance (Voluntary Life & AD&D for the employee and dependents) - Short and long-term disability - Health Spending Account (HSA) - Transportation benefits - Employee Assistance Program - Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Olympia,WA.

Final date to receive applications

This position is anticipated to close on Mar 13, 2026.

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