Total 17 Junior Executive level Administrative / Clerical job vacancies in Everett, Washington

The Security Assistant:

• Enters information in office databases to include Personnel Security, Lost ID, Credentials, and MyID.
• Coordinates with each DOT Operating Administration (OA)to ensure HSPD-12 Cards are issued to each employee and to contractors who need access to DOT facilities and IT systems.
• Fingerprints all Customers as required using livescan fingerprint technology.
• Receives incoming mail and places in distribution box.
• Issuance of HSPD-12 Personal Identity Verification (PIV) cards at activation stations and maintains accountability of services provided.

The ideal candidate is a motivated, self-reliant, skilled candidate who possesses knowledge of the Homeland Security Presidential Directive (HSPD) -12, PIV Card requirements. Individual must be able to learn, work and adapt to change in a high volume, fast paced environment both independently and with team members. You must have oral and writing skills, be able to identify and analyze an existing/potential problem, find suitable solutions for each situation, and/or seek guidance and be able to work with high level VIPs and experienced professionals.

Starting at $45,146 Per Year (GS 05-06)

Incumbent prepares correspondence, reports, and other documents, ensuring correct grammar, spelling, capitalization, punctuation, and appropriate format in work prepared by self and others. Must exercise continuous attention to the coordination among internal and external work units.

• The immediate Supervisor directs work through subordinate supervisors who have varying functions, relationships, and customer responsibilities, which place significant demands on the Administrative Assistant position.
• Screens and prioritizes correspondence, electronic mail and material prior to distribution for suspense dates, established controls, and follows up on responses.
• Schedules meetings, appointments, and conferences in accordance with instructions from supervisor.
• Prepares and distributes agenda and takes notes when directed.
• Receives visitors and phone calls.
• Accurately determines nature of request and refers callers or visitors to appropriate staff.
• Uses a variety of office automation software in support of the organization and mission requirements including but not limited to: -Complete back up of files and database systems-Uses database or spreadsheet software to accurately enter, revise, sort or calculate, and retrieve data for standard reports-Uses graphics software to provide briefs, charts, and graphs for viewgraphs or paper presentations
• Communicates clearly, effectively, and professionally with internal staff and outside partners to include military leadership.
• Other related duties as assigned

Starting at $49,400 Per Year (NF 3)

• Screen all visitors and telephone calls to determine nature of the call or business of visitors and direct them accordingly to the appropriate office or personnel.
• Compose routine correspondence, identify grammatical errors, and/or formatting matters pertaining to administrative protocol.
• Utilize word processing and other types of software (spreadsheets, graphics, etc.), to process and produce a wide range of documents, some of which require complex formats, in support of the office automation functions.
• Determine tasks to be accomplished based on knowledge of the duties.
• Assist with collection of data for the office-operating budget and review staff member's submissions for proper format and compliance with office budget requirements.
• Manage calendar, schedule appointments, and coordinate travel arrangements for Division Chief.
• Review and screen correspondence, publications, regulations, and directives to determine which may be of interest to the supervisor or members of the staff.

Starting at $49,400 Per Year (GS 6)

• Serves as Seattle Principal Assistant District Counsel for Administrative Law, a senior attorney for the Seattle District in direct support of the District Counsel, furnishing expert legal advice, assistance, and services to the District Commander.
• Serves as ethics advisor, labor counselor, and advisor on administrative, personnel, and general law.
• Serves as advisor in the fields of environmental law, USACE Regulatory Program Law, the Corps of Engineers Civil Works program and its authorities; as well as contract formation and administration, including claims and appeals.
• Operates substantially independently in analyzing and evaluating facts, determining questions of law, and preparing decisions for consideration and adoption by agency decisionmakers in all mission areas.
• Provides legal support to senior Seattle District management officials in the execution of all mission areas.
• Supervises Assistant District Counsel within the Office of Counsel and assists the District Counsel in overall office management.
• The nature of legal work required to perform these duties involves very complex issues, necessitating extensive research and analysis. Such matters often involve very large sums of money and interest in them is, at times, nationwide.

Starting at $136,832 Per Year (GS 14)

• Providing clerical and administrative support to office staff, the Administrative Officer, and other personnel within the branch.
• Screening incoming visitors and telephone calls, providing answers to inquiries and referring questions/issues to appropriate persons.
• Submitting and preparing payroll and travel arrangements, including processing travel orders and vouchers.
• Performing record keeping and data entry.
• Prepare and edit correspondence, forms, plans, reports and other documents from rough drafts or oral instruction ensuring correct grammar, formatting, abbreviations, spelling and punctuation.
• Maintaining property accountability reports, spreadsheets, and inventories.
• Tracking various administrative related deadlines and tasks for an office utilizing automated computer systems.
• Serves as a clerical point of contact on matters that include but are not limited to time, travel, appointments, pay issues, on/off boarding employees, etc.
• Serve as the office timekeeper which includes inputting time and attendance, identifying payroll discrepancies, and reconciling timekeeping reports.
• Coordinating the purchase of office supplies and assisting with basic office procurement duties.

Starting at $38,050 Per Year (GS 4-6)

The candidate selected for this position will:

• Receive and screen telephone calls and visitors, referring to staff members and forwarding to the supervisor and/or staff member for calls or visitors requiring the supervisor’s or staff member’s attention.
• Prepare correspondence for the signature of the supervisor, manager and/or staff members and maintain records and files.  
• Serve as the timekeeper and payroll liaison. Coordinate with the payroll office regarding travel and make travel arrangements for the office staff. Prepare travel authorizations and travel vouchers for office staff.

Starting at $55,924 Per Year (GS 07)

• Identifies, manages and resolves problems concerning assigned areas of responsibility. Manage multiple staffing priorities independently.
• Gather data and create documents for organizational activities like letters, memo, reports, and administrative forms.
• Provide review and editing for documents developed by others, such as bulletins and technical guidance.
• Schedules meetings, prepares agendas, makes arrangements for meeting facilities and notifies participants of schedule changes.
• Initiate, prepare, and communicate instructions regarding administrative procedure.
• Establishes, organizes and maintains a filing system of official material and records. Protect sensitive information concerning organization activities and employees, ensuring confidentiality to prevent inadvertent disclosure.
• Review travel for multiple staff verifying travel requirements in software accurately.
• Prepares materials to be used in presentations or training conducted by the supervisor and staff.
• Serves as purchase card holder, purchase supplies, equipment and services within delegated authority using mandatory or open market sources, ensuring proper and timely documentation and reconciling.
• Independently coordinate procurement request for goods and services.

Starting at $49,176 Per Year (GS 7-8)

• Identifies, manages and resolves problems concerning assigned areas of responsibility. Manage multiple staffing priorities independently.
• Gather data and create documents for organizational activities like letters, memo, reports, and administrative forms.
• Provide review and editing for documents developed by others, such as bulletins and technical guidance.
• Schedules meetings, prepares agendas, makes arrangements for meeting facilities and notifies participants of schedule changes.
• Initiate, prepare, and communicate instructions regarding administrative procedure.
• Establishes, organizes and maintains a filing system of official material and records. Protect sensitive information concerning organization activities and employees, ensuring confidentiality to prevent inadvertent disclosure.
• Review travel for multiple staff verifying travel requirements in software accurately.
• Prepares materials to be used in presentations or training conducted by the supervisor and staff.
• Serves as purchase card holder, purchase supplies, equipment and services within delegated authority using mandatory or open market sources, ensuring proper and timely documentation and reconciling.
• Independently coordinate procurement request for goods and services.

Starting at $49,176 Per Year (GS 7-8)

• Maintain supervisors' calendar, schedules appointments and meetings.
• Read and screen all incoming correspondence.
• Receive and screen visitors and incoming phone calls.
• Provide advice on administrative policy matters.
• Accomplish input to the automated Time and Leave System for personnel assigned to the organization.
• Assist in performing tasks involving budget planning and execution.
• Use automated data processing equipment to prepare in final form a variety of narrative and tabular materials such as correspondence, reports, charts, statistical tables, manuals, technical papers, staff studies and messages.

Starting at $54,896 Per Year (GS 7)

• Participates fully with the Assistant Secretary for Employment and Training Administration in the formulation of ETA programs and implementation of the Administration's employment and training programs and activities.
• Represents the Assistant Secretary and the Employment and Training Administration in meetings with top- level officials of the Department of Labor, other Federal agencies and State and local government, private and public organizations, and international organizations.
• Represents the Assistant Secretary in meetings with members of Congress and their staffs and Congressional Committee staff, White House staff, national labor unions, State elected bodies, and other private and public organizations as well as inter-national organizations.
• Meets with the Assistant Secretary and represents them before Congressional committees and subcommittees and testifies before the office of Management and Budget.
• Oversees the formulation of employment policies that provide the basis for development and execution of comprehensive employment and training programs and provides guidance and direction in and implementing strategies.

Starting at $147,649 Per Year (ES 00)

The major duties of the Administrative Support Assistant (OA)position include, but are not limited to, the following:

• Serves as a contact for the organization and in coordinating with the Human Resources Specialists in the Servicing Human Resources Office.
• Serves as an administrative point of contact for the unit. Responsible for program administrative and clerical processes for human resources, financial, procurement, property.
• Coordinates budget and finance functions. Prepares program documents, records expenditures from purchase documents.
• Serves as property clerk. Reviews or conducts the purchasing of micro purchasing. Promptly submits payments on all invoices.
• Orders and maintains stock items such as office supplies and copier paper.

Duties will be developmental in nature when filled below the full performance level.

Starting at $45,146 Per Year (GS 5-7)

• Provides administrative support to the division managers in the Office of Health Policy
• Serves as a liaison between the Office of Health Policy and other offices to assure they are continually informed of critical and confidential issues, concerns, and deadlines
• Develops study plans, conducts fact-finding, analyzes data, and prepares and presents findings and recommendations
• Coordinates across HHS agencies to further advance policy or research goals

Starting at $68,405 Per Year (GS 9-11)

• Serve as Administrative Services Assistant in the Engineering and Construction Division supporting multiple supervisors and employees.
• Proficiently use a wide variety of software tools to include: electronic financial management systems, electronic personnel systems, and financial management reports.
• Competently use Microsoft Office applications (Word, Excel, Access, Outlook, PowerPoint), and SharePoint.
• Maintain suspense records on assigned tasks and follow through to ensure suspense dates are met.
• Review correspondence and reports for format, punctuation, typographical errors, grammatical accuracy, and conformance to regulations.
• Prepare and review travel orders/ vouchers and complete purchases in an electronic financial management system.
• Prepare time and attendance records using an automated system to ensure staff members are paid properly.
• Prepare data summaries, charts, and graphs to interpret and communicate information.
• Track expenditures to ensure they do not exceed authorized budget.

Starting at $44,117 Per Year (GS 6)

What's involved with this role:

Temporary Estates & Facilities Admin Assistant

Job Ref: TWFRS 5092915150588

Pay Rate: £12.18 per hour PAYE

Hours per week: 35-37 Monday – Friday, normal working hours

Role Length: This opening assignment is for 1-2 months

City: WASHINGTON

Undertake the support and delivery of duties within the function which contribute to the provision of an excellent service, whilst ensuring the effective use of resources. To support department managers in the delivery of exceptional services to our community and key stakeholders.

Key Responsibilities:

Act as the first point of contact to the Estates and Facilities department, providing a full range of administrative, helpdesk service and clerical support to ensure the effective operation of the department.
Responsible for the provision of an effective diary management service, proactively undertaking regular checks, ensuring electronic diaries are maintained and appropriate actions taken.
Support the Property Manager in the production, monitoring and controlling of the programme monitoring systems operating within the department.
Responsible for the effective coordination of all visits, meetings, appointments and events e.g. transport, accommodation, venues, refreshments, equipment and visual aids, ensuring rooms are set out as required.
Manage the Estates intranet enquiries system and technical database in the administration of recorded repairs and liaise with both internal and external service providers in the delivery and implementation of appropriate problem resolution.
Responsible for defect logging, reviewing, sign-off and liaison with other departments, functions and premises in order to advise on work progression, timescales and delivery.
Undertake duties in relation to the Financial Management System (SAP) including procurement and the administration and monitoring of departmental budgets.
Responsible for the tracking of external invoices and onward payment in the delivery of services within the department ‘projects schedule’ together with the production of monthly reports.
Work effectively with a variety of data and information, producing reports and documentation as required e.g. external audit documentation.
Oversee the department filing system including appropriate storage and disposal of paper based, electronic and confidential documentation appropriately.

Qualifications:

Relevant qualification

Experience:

Experience of working in a busy Estates and Facilities team within a similar role
Experience of managing a Facilities Helpdesk
Experience of dealing with a variety of Estates issues
Experience of raising POs
Strong excel and admin experience is required

Skills & Abilities:

Strong communication skills and a desire to work well within a team
Strong IT skills including Microsoft Office Word, Excel and PowerPoint.


Please quote the Job Title & Vacancy Reference No. in your application, or we will be unable to match your CV to the role being applied for.


***Qualification details and any other experience/skills relevant to the role to help support your application (and help us to help you!) – please give full details within your CV document.

Clients are generally looking for candidates who are local to, or who can commute easily to the place of work. It will help your application if your CV states, in broad terms, where you reside – there is no need for a full address.

Please feel free to apply to us directly via jobs@tclrec.com by quoting the job reference and exact job title.

To help speed up the process of uploading your CV to the client we would ask that you send us your CV in Word format (or equivalent) if possible, not as a PDF.

If you are successful in securing this role, please note that for the entire duration of this contract, regardless of extension, you will be working at the PAYE rate that has been advertised. For absolute clarity, we only work on a PAYE basis, rather than umbrella pay terms. We do not offer Ltd/umbrella or outside IR35 rates. If you wish to understand PAYE vs Umbrella more, please let us know and we can send you some additional information for clarity.

Due to the number of CVs being sent to us under current market conditions, unfortunately we cannot respond to all applications. If you have not heard from us within 3 working days please assume that you have not been shortlisted on this occasion. We will, however, be very happy to receive future applications from you for other roles.

ALD
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Job Ref: TWFRS 5092915150588


Anticipated Length of Assignment: Unless otherwise stated (we do carry the occasional permanent vacancy) all of our roles are technically temporary, though opening assignments can be and often are, extended by clients on a longer term basis and can sometimes become permanent.

Please do try to resist contacting us with requests for progress updates.

We really do read every CV sent to us. All applications will be acknowledged by a human, not a robot, provided the job remains live and provided your CV meets the “Essential Requirements” listed.

Please note that we do our level best to take down ads as soon as roles have been filled. We are not in the business of harvesting CVs.

Important: We will interpret your application as being permission to submit your CV to this role (with the right to represent you) unless you advise us to the contrary.

Exercises judgement when dealing with enquiries, analyses information to resolve problems e.g. on appointments, diary commitments. Plan and organise straightforward activities, e.g. arranges meetings; manages diaries. Follows policies / procedures / protocols. Manages own workload. Office based, using PC / VDU / software packages, keyboard work. Responsible for photocopiers / general office equipment. Maintains office supplies & stationary. As part of the general office staff, acts as receptionist, welcoming visitors, customers, suppliers, contractors to the Head Office.