Administrative Services Assistant 2

ACS Professional Staffing • Kalispell, MT • 1d ago

Location: Kalispell, Montana Type: Contract Job #8731 Overview: ACS Professional Staffing is looking for an employee to work on-site with our client. This Administrative Services Assistant 2 position (organizationally known as a "Field Clerk") will provide administrative and confidential support to the Kalispell District Operations & Maintenance (O&M) Manager within Transmission Field (TF), which includes two maintenance headquarters and approximately 40 employees. The position will also provide backup support and assistance to other Field Clerks and serve as a liaison between organizations, work units, and management support staff. Through consistent communication with District Managers, frequent interaction with other managers, and coordination with external contacts, this role will stay informed of issues, priorities, and sensitivities affecting the organization and help facilitate effective communication across teams. This full-time position is located in Kalispell, MT. Responsibilities: Provide a wide variety of confidential administrative/clerical tasks for the managers and staff for the assigned organization, managers and support staff. Greet and screen visitors; address questions and business involving established policy, take messages, set appointments and/or refer visitors to other personnel as appropriate. Build, maintain and post Excel spreadsheets and PowerPoint presentations to SharePoint sites. Proof, review, and when applicable, draft, correspondence and documents prepared for manager signature and validate conformance of the established administrative policies and regulations, confirm proper coordination and timely compliance with assigned action (Use Word, Excel, PowerPoint and Adobe Acrobat). Provide recommendations and instructions to staff to maintain conformance with general policies and correspondence procedures. Attend meetings, record meeting minutes as requested, transcribe and disseminate as needed. Maintain a tracking system of action items to verify timely compliance with scheduled responses or actions. Coordinate and monitor work unit responses to time-critical documents; alert manager / personnel of any concerns or response delays. Answer and screen telephone calls; respond to most questions and complete most business involving established policy or routine matters; forward questions and matters to appropriate personnel as needed, following up to verify a timely response. Process and screen incoming and outgoing correspondence to include proof reading, to consist of the following: Review incoming correspondence and forward matters requiring action to appropriate staff. Verify proper coordination and timely completion of assignments. Sort and distribute incoming mail to appropriate recipient(s); as requested, review incoming correspondence. Process outgoing mail and prepare materials for mailing, including providing self-addressed stamped envelopes, when appropriate. Establish and maintain internal and external communication channels to coordinate smooth flow of information and positive working relationships. Perform faxing, scanning, photocopying, and work with the print shop to request printing services. Serve as back-up to other Tier III level Administrative Assistants/Field Clerks as needed. Come up to speed quickly on manager and organizational priorities in order to track meetings, work, and delegated projects or tasks to maintain accountability, confirming established targets are met. Validate on-time documentation submission to Human Resources (HR) and verify all processes are tracked to completion within established timelines. Review and update project trackers (performance, training, etc.) for the manager, alerting appropriate parties of any noted issues / concerns. Administrative Team: Attend mandatory Administrative Team Meetings. * Participate as a team member in team meetings both professionally and collaborative

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