Administrative Assistant (8114)

Overview:

ACS Professional Staffing is looking for an employee to work on-site with our client. The Administrative Assistant role will provide comprehensive support to department staff, encompassing administrative, event, and project-related tasks. This position will manage communication and scheduling for meetings and events, undertake complex assignments, and serve as the expert on travel coordination, ensuring adherence to agency policies. Duties include document creation and formatting, contract file maintenance, budget book contributions, and program oversight. This role will also act as a liaison with internal and external stakeholders, process financial documents, and handle other administrative responsibilities as required. This full-time position is located in Everett, WA.

Pay rate: $25.60 - $32.42

Benefits:

• Sick Leave: One hour of paid sick leave for every 40-hours worked (sick leave can be used after 90-days of employment)
• EAP: Employee Assistance Program
• Benefit options: Medical, HSA, Group Life/AD&D, Voluntary Life/AD&D, Voluntary Short-Term Disability, Voluntary Long-Term Disability, Voluntary Critical Illness, Voluntary Accident, 401k (eligible after one year and 1,000 hours worked - employer match up to 4%)
• Other benefits include the following: Calm App, Access Perks

Responsibilities:

• Provide administrative assistance to the department staff
• Coordinate and schedule departmental activities, including travel, meetings, and other events
• Compose and distribute correspondence and documents using various software applications
• Documents may include technical and financial reports, meeting minutes, contracts, grant applications, graphs, statistical analyses, and memos
• Maintain contract files according to agency policies and records retention schedules
• Manage special projects and department programs, including workshops and events; Your role includes preparing promotional materials, assembling budget workbooks, overseeing an awards program, and managing a uniform program
• Use creativity and organizational skills to ensure the success of these initiatives
• Act as a liaison for the department with internal and external customers
• Handle initial screening of communications, discern relative importance, direct calls, and relay messages
• Process requisitions and purchase orders and compile department budget data
• Perform other duties of a similar nature or level

Requirements:

• 5 years of recent experience, with at least 3 years of experience handling restricted information
• Demonstrated skill with Microsoft Office Suite (Outlook, Word, PowerPoint, and Excel)
• Typing accuracy at 50 wpm
• An associate degree in office administration may substitute for up to 2 years of experience
• Business procedures, correspondence, minute taking, record management, and handling confidential or restricted records
• Records and file management systems
• Understanding of accounting rules
• English grammar, punctuation, and spelling
• Fostering an inclusive workplace by valuing and leveraging diversity, equity, and inclusion to uphold core values and achieve the organization’s vision and mission
• Inspiring and fostering team commitment, pride, and trust
• Facilitating cooperation and motivating team members to accomplish group goals while treating others with courtesy, sensitivity, and respect
• Excellent verbal and written communication
• MS Office and standard office applications, such as scheduling, email, Word, Excel, and database software
• Handling sensitive issues with tact and professionalism
• Taking and transcribing meeting minutes
• Managing multiple tasks simultaneously and effectively and adjusting to changing priorities
• Interpersonal skills for interacting with coworkers, supervisors, and the public
• High attention to detail in working with sensitive data
• Strong problem-solving skills and good judgment
• Working well both independently and in teams
• Working proactively, by anticipating priorities
• Quick to grasp new information and take on new assignments
• Previous experience working with a public transit agency
• Familiar with transit industry policies and procedures
• Previous experience using various applications for budgeting and other functions
• Previous experience coordinating and optimizing resources
• Experience handling complex scheduling

Work sponsorship is not available at this time. Third-party candidates will not be considered for this position.

This position requires vaccination against COVID-19 unless an exception is granted for religious or medical reasons.

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 the 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.

If you have any questions about the job posting, please contact recruiting@acsprostaffing.com

If you have any questions about our Reasonable Accommodation Policy, please feel free to email hr@acsprostaffing.com