Administrative Assistant III

IBEX IT Business Experts (IBEX) is a nationally recognized project management, training, and professional services firm focused on supporting the needs of both Government and Corporate Clients. IBEX was named to the INC 5000 list of fastest-growing companies four years in a row and most recently won the 2024 US Health & Human Services Woman Owned Small Business of the Year Award. IBEX has grown substantially year over year since its founding in 2012.

Human Resources Environmental, Social, and Governance Statement

At IBEX, we recognize that our employees are our greatest asset and the foundation of our success. The Human Resources department is at the forefront of embedding Environmental, Social, and Governance (ESG) principles into the heart of our workplace culture, talent management, and operational practices. Our commitment to ESG within HR reflects our dedication to creating a sustainable, equitable, and ethical working environment for all our employees.

Position: Administrative Support III PMs, Design, and Projects

Location: Federal Highway Administration/Western Federal Lands Highway Div.

Vancouver, WA

Type: Full Time; Mon-Fri

Hours: 40

Location: On-Site

Job Summary:

IBEX IT Business Experts, LLC is looking for an Administrative Support III with significant experience in the administrative area with a demonstrated knowledge of office policies, processes and procedures, and the ability to grasp newly assigned processes and procedures rapidly. This individual works well under pressure and shall perform complex administrative, clerical, and related duties in support of a specific Government team, event, or individual. A strong administrative problem solving skills background is essential to bring administrative issues/problems to resolution, as quickly as possible. This individual shall possess excellent written and oral communication skills, apply sound business judgment, and be resourceful and creative. To ensure deadlines and lastminute assignments are handled timely, administrative multitasking must be a priority to ensure that the assigned work is to be performed in a highly efficient, organized, and accurate manner.

The Administrative Support III shall have extensive knowledge/experience with office correspondence protocol, to include both utilizing correspondence software tools, and hard copy correspondence packages. The individual shall be able to work independently to perform these duties with limited effort, and minimal disruption to the office. It is essential that the Administrative Support III maintain effective relations (customer service) with clients, staff, and customers, via onsite or remote. Also, it is imperative that the individual exercises confidentiality, discretion, and the ability to be a team player. Office front desk support may also be required. Additionally, the individual is flexible in adapting to deadlines and changing priorities. The Administrative Support III may be called upon to mentor junior Contractor staff with administrative tasks.

Responsibilities:

Serve as senior administrative support for the office, provides excellent customer service, and professional courtesies to all customers and stakeholders.

As required, provide executive assistance for the office Executive(s) (ancillary duty).

Display strong critical thinking skills and demonstrate clear judgement and independent decision-making capabilities.

Perform assigned administrative tasks, to include, but not limited to schedule meetings, follow-up requests, prepare executive packages, minutes of meetings, and distribute these materials prepares timecard, travel documents, etc.

Maintain designated office calendars and schedules, appointments, onsite/offsite meetings, based upon own initiative through personal knowledge of workload and current issues of importance.

Work independently to complete tasks and/or work products with limited guidance.

Work effectively when priorities change and quick adjustments in work assignments and responsibilities are temporarily necessary.

Work on and prioritize multiple assignments throughout the workday.

Proactively identify assignments.

Produce requested work products that require minimal revision.

Prepare/type correspondence, reports, records and technical papers. This may include tables, charts, graphs, and presentations as well as various government forms such as requisition forms.

Prior to material being presented for executive signature, provide expert proofreading outgoing correspondence to ensure proper format and conformance with procedural instructions, screen for grammar, spelling errors, punctuation and content. Review package content to ensure that all necessary incoming and background material is attached to the file.

Reply to general inquiries that do not require technical knowledge of senior level staff, or programs under the control of the requesting office; These replies may consist of letters of acknowledgement, acceptance of invitations and cancellations. On behalf of the office, follows up on routine correspondence of a nontechnical nature.

Search for, assemble, and summarize information from management systems, files and other documents as requested by the executive or office staff in order to reply to correspondence, prepare reports, briefing papers, etc.

Make travel arrangements for personnel as requested. This may include hotel and rental car reservations, plane and train tickets, travel advances, travel authorization requests, travel vouchers, and itineraries.

Fleet Management Performs, various responsibilities driving Government owned vehicle, submit periodic reports to GSA, coordination of services and purchases with GSA (GOVs Maintenance, licensing/registration, mileage reporting, fuel reports, E85 special reporting).

Manage assigned office files, which may involve establishing new files and disposing of outdated or otherwise unneeded records; and identify and recommend improvements to processes or more efficient ways to accomplish tasks.

Provide Planning, Programming and Environment teams with financial tracking and reporting, including project expenditure and closeout reports

Prepare project closeout packages, to adhere to established WFLHD format and content guidelines.

Research and prepare briefing charts, presentations and other support materials for webinars, in person meetings and conferences.

Provide offsite support for meetings, workshops, and conferences may require travel.

RASPS Agreement drafts On instruction, draft RASPS Agreements and RASPS Agreement mods and circulate for signature. RASPS Agreement processing Submission of RASPS Agreements to Finance for obligation. Monitor obligations in Delphi and provide financial reports evidencing obligation to Program Manager.

Match and Fund Transfer Agreement drafts Draft Match and Fund Transfer Agreements (FTAs) and submit for processing.

Liaise with Government Agencies Communicate with Government Agencies to verify current contacts for FTAs and answer queries about RASPS Agreements.

Funds Book entries Perform Funds Book entries and Program of Projects entries.

Closeout Packages preparation Prepare project closeout packages to adhere to established WFLHD format and content guidelines.

Tracking spreadsheet reconciliation Maintain and reconcile agreement tracking spreadsheet for Programming Section.

Permit Tracker data entry Transfer permit data from existing permit tracking spreadsheet to new permit tracking spreadsheet for Environment Section.

Permit Tracker maintenance maintain permit tracking spreadsheet for Environment Section.

Permit Tracker reconciliation Review permits stored in ProjectWise, discuss discrepancies with Environmental Specialists and reconcile permit tracking spreadsheet.

Payroll support Provision of payroll processing support to Full Time Equivalents (FTEs).

Provision of financial reports Provide Planning, Programming, and Environment teams with financial tracking and reporting, including project expenditure and closeout reports.

Research and provision of documents Research and prepare briefing charts, presentations, resume binders and other support materials for webinars, inperson meetings and interviews.

Accounting System reconciliation Conduct research using financial systems and advise on Delphi discrepancies.

Travel Authorizations Create Travel Authorizations for travelers in Planning, Programming and Environment; make travel, rental car, and lodging arrangements for all phases of travel.

Travel Vouchers Collate travel expenses and create travel vouchers.

Obligation monitoring Monitor financial systems for obligation and closeout of Agreements.

Administrative Support Respond to routine requests from Planning, Program and Environment teams.

Inactive Obligations Process RASPS inactive obligation report received from Finance, generate Purchase Order (PO) History Reports and distribute to Program managers for responses. Collate responses to Inactive Obligation report and respond to Finance.

Survey Administration Support Maintain current log of partner contacts for administering annual FLTP/FLAP/FLPP/ERFO program surveys. Generate survey reports for program managers quarterly. Notify program managers of survey response rates monthly.

Limited travel may be required if directed and approved by the government.

Perform other duties as assigned.

Work Environment:

This job operates in a professional office environment. This role routinely uses standard office equipment.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; talk or hear. The employee must occasionally lift or move office products and supplies, up to 20 pounds.

Minimum Qualifications:

Must be a US Citizen

Minimum Education: High School Graduate or General Education Diploma (GED).

Four years experience working as a secretary or equivalent with knowledge in word and data processing. Familiarity with data entry and spreadsheets. Preferred, supporting an engineering organizations human resource activities.

Ability to pass a Federal Government security/background check

Experience supporting senior level managers.

Accurate typing of at least 35 wpm.

Experience working with MS Publisher and MS Teams highly preferred (in addition to Microsoft Word, Excel, and PowerPoint).

Highly proficient in the use of current Microsoft products such as PowerPoint, Word, Excel, Outlook, Skype, Access, SQL, SharePoint, current web browsers (i.e. Internet Explorer, Edge, Google Chrome, etc.), Adobe Acrobat, and scheduling/navigating conference applications (i.e. Adobe Connect, PolyCom VTC), automated administrative tracking management systems (i.e. travel management, time and attendance), and other work-related data entry systems; MS Publisher and MS Teams highly preferred.

Highly proficient in grammar, spelling punctuation, and preparation /proofreading all standard/executive level office documents.

Familiarity with the Government Style Manual.

Significant experience communicating with individuals at all levels, both orally and in writing.

Must possess strong organizational skills.

Ability to work both individually and as part of a team.

Proven ability to produce quality work under deadlines.