Description
This full-time contract Administrative Services Assistant 2 position (organizationally known as a Field Clerk) is located in Ellensburg, WA. The role provides administrative and confidential support to an Operations & Maintenance (O&M) Manager within a field-based organization (one district with approximately 20 employees).
This position also provides backup support to other Field Clerks and serves as a liaison between organizations, work units, and management support staff. The Field Clerk remains informed of issues, priorities, and sensitivities affecting the organization through consistent communication with district leadership, frequent interaction with managers, and coordination with internal and external contacts.
Responsibilities IncludeGeneral Administrative Support
Provide a wide variety of confidential administrative and clerical support to managers, staff, and support teams
Greet and screen visitors; respond to questions involving established policy; take messages, schedule appointments, or refer inquiries to appropriate personnel
Answer and screen telephone calls; resolve routine matters and forward non-routine issues to appropriate staff, following up to ensure timely responses
Establish and maintain internal and external communication channels to support smooth information flow and positive working relationships
Document & Correspondence Management
Build, maintain, and post Excel spreadsheets and PowerPoint presentations to SharePoint or similar platforms
Proofread, review, and draft correspondence and documents for manager signature, ensuring compliance with established administrative policies and procedures
Provide recommendations and guidance to staff to maintain policy conformance and correspondence standards
Process and screen incoming and outgoing correspondence, including:
Reviewing incoming items and routing for action
Verifying proper coordination and timely completion
Sorting and distributing mail
Preparing outgoing mail and materials
Meetings & Tracking
Attend meetings as requested; record, transcribe, and distribute meeting minutes
Maintain tracking systems for action items to ensure timely compliance with scheduled responses
Coordinate and monitor responses to time-critical documents and alert management of potential delays
Administrative Team Participation
Attend mandatory administrative team meetings
Participate professionally and collaboratively as a team member
Contribute to:
Standardizing and improving administrative processes
Resolving organizational administrative issues
Completing team-based assignments
Calendar, Scheduling & Coordination
Proactively manage and coordinate Outlook calendars for senior -level managers
Organize, schedule, and verify appointments, meetings, conferences, and training sessions (in-person, virtual, and phone)
Coordinate logistics such as meeting rooms, conference lines, equipment, agendas, and materials
Assist with visitor requests, interview scheduling, and meeting preparation
Attend meetings and take notes/minutes as requested
Personnel & Training Support
Assist managers with personnel-related actions, including:
Preparing recognition certificates
Drafting retirement correspondence
Track and maintain employee authorizations, agreements, certifications, and required training
Communicate training requirements, assist with enrollment, and track completion
Support personnel security, information security, and employee badging processes
Maintain emergency plans and ensure staff familiarity with emergency procedures
Support performance management processes, including tracking reviews, documentation, and approvals
Travel Coordination
Arrange domestic and international travel, including airfare, lodging, and transportation
Assist with travel profiles and documentation
Prepare and process travel authorizations and reimbursements
Track approvals and ensure timely submission and processing of travel documentation
Time & Attendance
Coordinate time and attendance reporting in accordance with established procedures
Review time records for accuracy and approval
Maintain leave calendars and reconcile leave documentation
May serve as a timekeeping power user as needed
Office & Systems Support
Serve as liaison with internal departments such as HR, IT, Security, Facilities, and Administrative Services
Coordinate office equipment maintenance and supply requests
Manage cell phone inventory and service coordination
Coordinate occupational health or medical surveillance appointments
Procurement & Financial Administration
Coordinate purchase card documentation and reconciliation
Review transactions for accuracy, proper coding, and required documentation
Submit statements and supporting documents for approval within required timelines
SharePoint & Records Management
Maintain and update organizational SharePoint sites and content
Establish and administer document repositories, calendars, workspaces, and tracking lists
Manage records in accordance with information governance and lifecycle management requirements
Maintain official files for audit and compliance purposes
Conduct annual file reviews and inventories with management approval
Additional Support
Review and process executive transmittals for approval, ensuring policy conformance and timely coordination
Assist with organizational events such as presentations, employee recognition, retirements, or engagement activities
Participation in voluntary events is not billable. Planning and organizing such events is considered part of the position's duties.
Skills
Administrative support
Data entry
Correspondence management
Microsoft Office Suite
Top Skills
Administrative support
Data entry
Correspondence
Additional Skills & QualificationsRequired Education & Experience
High school diploma or equivalent (required)
Associate's or Bachelor's degree in Office Administration, Business Administration, Management, or related field (preferred)
Minimum 6 years of administrative or clerical experience
4+ years of experience using Microsoft Office (Word, Excel, PowerPoint, Outlook)
Intermediate to advanced experience with SharePoint or similar document management systems, including site maintenance and content management
Experience Level
Intermediate
Job Type & Location
This is a Contract position based out of Ellensburg, WA.
Pay and Benefits
The pay range for this position is $24.00 - $29.00/hr.
Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: - Medical, dental & vision - Critical Illness, Accident, and Hospital - 401(k) Retirement Plan - Pre-tax and Roth post-tax contributions available - Life Insurance (Voluntary Life & AD&D for the employee and dependents) - Short and long-term disability - Health Spending Account (HSA) - Transportation benefits - Employee Assistance Program - Time Off/Leave (PTO, Vacation or Sick Leave)
Workplace Type
This is a fully onsite position in Ellensburg,WA.
Application Deadline
This position is anticipated to close on Mar 26, 2026.
About Actalent
Actalent is a global leader in engineering and sciences services and talent solutions. We help visionary companies advance their engineering and science initiatives through access to specialized experts who drive scale, innovation and speed to market. With a network of almost 30,000 consultants and more than 4,500 clients across the U.S., Canada, Asia and Europe, Actalent serves many of the Fortune 500.
The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.
If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing due to a disability, please email actalentaccommodation@actalentservices.com (%20actalentaccommodation@actalentservices.com) for other accommodation options.
