Administrative Assistant

ACS Professional Staffing is looking for an employee to work on-site with our client. This Administrative Assistant 3 position will provide confidential and professional administrative and logistical support, work on several tasks at one time, and be comfortable with multiple interruptions and drive by visits that may require a shift in focus. Most days are fast paced and require high energy performance, while others allow for more thoughtful work.

It is helpful to have an administrative assistant who responds to task requests as well as one who explores improvements to workflow and processes. This position supports both the Director of Intergovernmental Affairs, who serves on the Enterprise Board, and the Regional Relations team. There is also extensive interaction with personnel from the Tribal Affairs and National Relations organizations. Some members of the Regional Relations organization are located off site and require remote assistance with various tasks, including travel and calendar meetings.

This full-time position is located in Portland, OR.

Responsibilities:

• Provide confidential administrative and clerical support to managers and staff.
• Greet visitors, handle and screen phone calls, respond to routine inquiries, take messages, schedule appointments, and ensure timely follow-up.
• Draft, edit, proof, and prepare documents, correspondence, research materials, and presentations using Word, Excel, PowerPoint, and Adobe Acrobat.
• Create, maintain, and upload Excel spreadsheets and PowerPoint presentations to SharePoint.
• Review, proof, and prepare documents for manager signature, ensuring policy compliance and proper coordination.
• Provide guidance to staff on administrative procedures and correspondence standards.
• Attend meetings, record minutes, transcribe, and distribute notes.
• Maintain action-item tracking systems and ensure timely completion of required responses.
• Process, screen, and route incoming and outgoing correspondence; sort and distribute mail.
• Perform faxing, scanning, photocopying, and coordinate print shop services.
• Maintain desk reference manuals and support other administrative assistants as needed.
• Quickly learn organizational priorities to track meetings, work, and delegated tasks.
• Ensure timely submission of documentation to HR and update project and training trackers.
• Serve as liaison between departments, managers, and contract personnel, providing administrative guidance.
• Organize and participate in administrative team meetings and collaborate to improve processes.
• Manage managers’ Outlook calendars, scheduling and prioritizing meetings, appointments, conferences, and training.
• Coordinate meeting logistics, prepare agendas, background materials, and guest arrangements.
• Accept meeting invitations, assist visitors, schedule interviews, and prepare meeting materials.
• Arrange delegate representation for meetings when necessary.
• Assist with personnel actions, including HRMIS entries, awards, performance reviews, and required documentation.
• Track federal staff requirements such as travel documents, telework agreements, and training completion.
• Register staff for training, maintain employee tracking logs, and support staff recognition activities.
• Manage renewals for driver authorizations, travel authorizations, telework agreements, and overtime/comp time.
• Support onboarding and retirement processes; prepare CFTE extension documentation.
• Serve as DOE performance management system proxy and track appraisal cycles.
• Arrange domestic and foreign travel, prepare related forms, process vouchers, and track reimbursements.
• Support timekeeping processes, verify accuracy of time and attendance, maintain leave calendars, and assist contract staff time reviews in Fieldglass.
• Schedule interviews via Fieldglass and prepare interview packets.
• Coordinate with HR, IT, Security, Safety, Facilities, and other groups for office moves, equipment, onboarding, maintenance, and resource requests.
• Maintain office supplies and oversee troubleshooting of office systems.
• Coordinate Government Vehicle maintenance, including transport and monthly mileage reporting.
• Maintain organizational SharePoint sites, including content updates,…