Job Description
This full-time contract position, known as a Field Clerk, is located in Olympia, WA. The role provides administrative and confidential support to an Operations & Maintenance Manager within a field-based organization. The position also provides backup support to other Field Clerks and serves as a liaison between departments, work units, and management support staff.
Key Responsibilities
Provide confidential administrative and clerical support to managers and staff
Greet and screen visitors, manage appointments, and refer inquiries to appropriate personnel
Create, maintain, and update Excel spreadsheets and PowerPoint presentations; post materials to SharePoint or similar platforms
Draft, proofread, and review correspondence and documents for manager signature
Provide guidance to staff to ensure adherence to general policies and correspondence procedures
Attend meetings, record minutes, and distribute information as needed
Maintain tracking systems for action items and ensure timely completion of scheduled responses
Answer and screen telephone calls, responding to routine inquiries and forwarding others as appropriate
Process and manage incoming and outgoing correspondence, ensuring proper coordination and timely follow-up
Establish and maintain effective communication channels to support information flow and positive working relationships
Perform general office tasks including faxing, scanning, photocopying, and coordinating printing services
Serve as backup support to other Field Clerks as needed
Scheduling & Coordination
Coordinate managers' daily Outlook calendars and schedules
Organize and schedule appointments, meetings, and conferences, including logistics and required equipment
Assist with interview scheduling and meeting preparation
Arrange domestic and international travel for managers and staff, including documentation and reimbursements
Personnel, Training & Compliance Support
Assist with personnel-related actions, including preparing retirement correspondence and managing authorizations
Track and maintain employee and manager training requirements and completion status
Support personnel security and information security processes, including employee badging
Update and distribute emergency plans and ensure staff familiarity with emergency procedures
Support performance management processes, including tracking reviews and documentation
Time, Records & Systems Management
Coordinate time and attendance reporting and maintain employee leave calendars
Provide administrative support by acting as a liaison with HR, IT, Facilities, Security, and other service groups
Coordinate and track employee medical surveillance or occupational health appointments
Manage purchase card statements and perform corrective reviews for accuracy and compliance
Maintain organizational SharePoint sites and administer meeting or project sites
Manage records in compliance with information governance and lifecycle management requirements
Additional Support
Coordinate or assist with organizational events such as presentations, employee recognition, or engagement activities
Qualifications
High school diploma or equivalent required
Associate's or Bachelor's degree in Office Administration, Business Administration, Management, or a related field preferred
Minimum 6 years of demonstrated administrative or clerical experience required
4 or more years of experience using Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
Intermediate to advanced experience with SharePoint or similar document management systems
Strong organizational, communication, and interpersonal skills
Ability to work independently and collaboratively in a team environment
Experience working in a deadline-driven office setting
Work Environment
This role is based in a professional office environment with somewhat flexible hours and business casual attire. The position requires the ability to work independently with minimal supervision while meeting deadlines and collaborating with managers and administrative staff across multiple functions.
Job Type & Location
This is a Contract position based out of Olympia, WA.
Pay and Benefits
The pay range for this position is $26.00 - $31.00/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 Olympia,WA.
Application Deadline
This position is anticipated to close on Mar 30, 2026.
Diversity, Equity & Inclusion
At Actalent, diversity and inclusion are a bridge towards the equity and success of our people. DE&I is embedded into our culture through:
Hiring diverse talent
Maintaining an inclusive environment through persistent self-reflection
Building a culture of care, engagement, and recognition with clear outcomes
Ensuring growth opportunities for our people
Actalent is an equal opportunity employer.
About Actalent
Actalent is a global leader in engineering and sciences services. For more than 40 years, we've helped visionary companies advance their goals. Headquartered in the United States, our teams span 150 offices across North America, EMEA, and APAC-with four delivery centers in India led by 1,000+ extraordinary employees who connect their passion with purpose every day.
Our Bangalore, Hyderabad, Pune, and Chennai delivery centers are hubs of engineering expertise, with core capabilities in mechanical and electrical engineering, systems and software, and manufacturing engineering. Our teams deliver work across multiple industries including transportation, consumer and industrial products, and life sciences. We serve more than 4,500 clients, including many Fortune 500 brands. Learn more about how we can work together at actalentservices.com.
