Job Description
Job Title:Administrative Services Assistant 3
Job ID:269501
Location: US-Washington-Vancouver
Full/Part Time: Full-Time
Regular/Temporary:Regular
Org Marketing Statement
Unisys is a worldwide information technology company. We provide a portfolio of IT services, software, and technology that solves critical problems for clients. We specialize in helping clients secure their operations, increase the efficiency and utilization of their data centers, enhance support to their end users and constituents, and modernize their enterprise applications. To provide these services and solutions, we bring together offerings and capabilities in outsourcing services, systems integration and consulting services, infrastructure services, maintenance services, and high-end server technology. With approximately 22,500 employees, Unisys serves commercial organizations and government agencies throughout the world.
Day to Day Work
Position Overview:
This position serves as an Administrative Services Assistant 3 providing administrative, clerical, and secretarial support to the Vice President of Engineering and Technical Services within the department TE located at the Ross Complex in Vancouver, WA.
Position Responsibilities include but not limited to:
- Provides leadership for roughly twenty administrative personnel in subordinate organizations
- Schedules and chairs periodic administrative staff meetings, setting and preparing ageada, disseminating administrative guidance, information on new policies and training on new technologies.
- Responsible for independently managing the appointments, meetings, conferences, and overall time schedule for the Vice President, as priorities and circumstances dictate.
- Serves as key member of the management team, providing input on management decisions that would impact administrative or business management policies and procedures..
- Participates in planning, policy formulation, direction, and evaluation to assure the mission of the organization is accomplished.
- Ensures the practices and procedures used by the management support in subordinate work units are consistent with those of the organization.
- Provides administrative and confidential assistance to the VP, managers, and serves as liaison between immediate staff, organizational work units and other BPA organizations.
- Prepares and tracks numerous resource requests for Move Modifications, IT equipment, GSA vehicles, cell phones and inventory and serves as a point of contact for troubleshooting, configuration, and maintenance of office systems and processes.
- Provides technical support by assisting with presentations, communication, and official and non official documents using Microsoft Excel, Microsoft Power Point, Microsoft Word, Visio and HRMIS (Human Resources Management Information System).
- Advises the VP regarding political or sensitive issues and potential impacts; exhibits sound judgment, experience and knowledge on all issues, priorities and sensitivities affecting the work group.
- Responds to sensitive and political inquiries and issues brought up to the VP’s attention.
- Responds to emergency situations on behalf of the VP in giving instructions.
- Maintains emergency contact list and staff evacuation plan.
- Notifies the appropriate staff of the need for information or recommendations, and either prepares the response or follows up to ensure a timely response by others.
- Creates and/or obtains briefing material and other relevant information for use in meetings, conferences, or interviews.
- Gathers information from various sources and creates handout packets and agenda for meetings.
- Taking meeting notes, transcription and disseminates to attendees.
- Prepares draft letters and memos in accordance with approved agency correspondence manual.
- Records and files documentation on specific information, current projects and/or studies.
- Provides phone coverage for the organizations, answering questions, taking messages, or forwarding the call to the appropriate person.
- Serves as receptionist for the Geospatial and Survey/Mapping groups. Greets and escorts external parties from Security Guard checkpoint to appropriate destinations.
- Coordinates payroll input for subordinate organizations
- Provides time and attendance processing and data entry support.
- Ensures time and attendance procedures, policies and practices are communicated to management and staff.
- May serve as timekeeping power user (able to input time for others as requested)
- Arranges travel, both foreign and domestic, (airline, hotel, rental car, and shuttle reservations) as necessary. Prepares travel voucher following employee’s return.
- Reserves government vehicles, as needed.
- Monitors stock levels of a variety of office supplies; responsible for ordering special order supplies from ASC or Administrative staff, stocking supplies; calling service center for repairs to computer equipment, phones, fax machines, printers, etc.
- Checks and distributes mail as needed to the Executive Office.
- Other duties may include:
- Word processing, copying/duplicating or filing support.
- Run reports for managers.
- Serve as backup administrative support for Executive Assistant .
- Serve as backup for other administrative functions within Agency.
- Monitor the department manager's personal conference room mailbox.
Position Requirements:
Education/Experience
- High School Diploma or Equivalent required
- Associates Degree in Secretarial Science, Administrative Management or related field preferred
- Proficiency with Microsoft Office Suite products, such as Word, Excel, Power Point and Outlook, including Microsoft Office 2010 is required.
- 6+ years of demonstrated administrative/clerical experience required
- 4 or more years of relevant work experience in administrative support functions with Microsoft Software programs such as Word, PowerPoint, Excel and Outlook is required (MS Office 2010 proficiency required).
General Requirements:
- Must possess strong organizational capabilities and be able to carry out duties independently, under general direction related to goals.
- A high degree of discretion is required
Additional Requirements:
- Travel is expected (estimate of 5%) to meetings and field locations.
- Ability to lift up to 20lbs. TE receives boxes of supplies and printed materials that could weigh up to that amount.
- Will be expected to complete training on HRMIS, Gov Trip, Sunflower, and Asset Suite (BPA internal systems), and be proficient in these systems as a core component of this position.
BPA Provided Training:
- Gov Trip
- Sunflower Training
- HRMIS Time and Attendance
- Asset Suite
Closing Statement
Do you have what it takes to be mission-critical? Apply Now.
Unisys offers a very competitive benefits package including health insurance coverage from first day of employment, a 401k with an immediately vested company match, vacation and educational benefits.
Unisys is an Equal Opportunity Employer (EOE). M/F/D/V.
Security Clearance Requirement
Applicants selected will be subject to a government security investigation and must meet eligibility requirements for access to classified information. US CITIZENSHIP REQUIRED.
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