Administrative Coordinator

5 days ago

Richland, Washington, United States ACS Professional Staffing Full time

Job Summary:

ACS Professional Staffing is seeking an experienced Administrative Assistant to provide day-to-day administrative support to management. This role will involve performing secretarial and administrative duties, interacting with staff and other stakeholders, and performing administrative activities on behalf of management.

Key Responsibilities:

  • Maintain accurate and up-to-date records and documents in accordance with company policies and procedures.
  • Prepare and process travel authorization and expense forms, as well as coordinate travel arrangements in compliance with company procedures.
  • Monitor department personnel qualifications and ensure proper maintenance of records.
  • Facilitate new department staff on-boarding, including providing necessary supplies, equipment, and office orientation.
  • Schedule performance appraisals and prepare personnel-related paperwork and records.
  • Prepare various reports, correspondence, and presentations for key audiences, including senior management and the board.
  • Provide office management and administrative support for the department, including receiving and directing in-person and telephone inquiries.
  • Answer questions and handle inquiries in a timely and professional manner.
  • Distribute department mail and faxes daily, monitoring for sensitive items and alerting appropriate staff.
  • Maintain office supply inventory and place special orders within budget or as approved.
  • Coordinate department facility and equipment needs, including office furniture, printers, and work orders.
  • Serve as department subject matter expert for the AR system, generating ARs, preparing weekly reports, and tracking actions to timely closure.
  • Coordinate dispositioning of AR-CF CRs and design and maintain the CF Corporate SharePoint site.
  • Initiate contract requisitions and changes, and coordinate annual funding of all CF contracts.
  • Serve as credit card custodian and reconcile monthly billing.
  • Register staff for training and development opportunities.

Requirements:

  • Requires a high school diploma or GED with a minimum of 5 years of progressive administrative experience, including leadership responsibilities and independent decision-making authority.
  • Record of professional development to enhance skills and knowledge for responsibilities assigned.
  • Knowledge of general to advanced office management techniques, including spelling, grammar, punctuation, and use of standard office equipment.
  • Knowledge in the use of Asset Suite and SharePoint.
  • Ability to handle sensitive and confidential information professionally and with discretion.
  • Proficient in the use of Microsoft Office, including Word, Excel, PowerPoint, Outlook, and Access.
  • Strong administrative, organizational, planning, and time management skills.
  • Ability to handle complex projects and work under pressure and tight schedules.
  • Perform work with minimal supervision and be detail-oriented.
  • Ability to be creative and participate as a valued team member.
  • Able to solve problems, exercise good judgment, and make good decisions.
  • Effective communication skills, both oral and written.
  • Ability to take initiative and act independently.
  • Good interpersonal skills and ability to effectively interface with management and staff of various organizations.

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