Administrative Services Assistant
ACS Professional Staffing

Job Info

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• Location: Portland, Oregon
• Type: Contract
• Job #7995

Overview:
ACS Professional Staffing is looking for an employee to work on-site with our client. This Administrative Services Assistant position will provide confidential administrative and clerical support, serving as a point of contact between the enrollment center and US Access. Responsibilities include answering calls, greeting visitors, managing credential appointments, and assisting with document processing. The role also involves data entry across multiple software applications, maintaining filing systems, and ensuring compliance with record-keeping standards. The Assistant will also support staff with office software, manage training records, and provide backup to other administrative assistants as needed. This full-time position is located in Portland, OR.

Responsibilities:

• Provide a variety of confidential administrative/clerical support; serve as liaison/point of contact between enrollment center and US Access, facilitate communication and appropriate actions; and assist with the day-to-day operations, which may include:
• Answer and screen telephone calls, greet visitors, address questions, respond to routine requests and business involving US Access credential matters, take messages, and/or refer visitors to other personnel as appropriate.
• As required, track US Access actions and appointments for timely response.
• Sort and distribute incoming credentials as per established process; prepare credentials for outgoing mail shipment as needed.
• Assist with arrangements for rescheduling appointments, as requested.
• Perform faxing, scanning, photocopying, and work as needed for personnel security and US Access processes and services.
• Update and maintain desk reference manual.
• Perform data entry using multiple computer applications, including US Access, Microsoft Office, SharePoint, HRMIS and more.
• Serve as point-of-contact (POC) for field, district, and other office staff regarding general personnel security and US Access information.
• Mark documents and maintain filing system(s), files, emails, and records in accordance with compliance requirements. Share and disperse documents only to appropriate personnel (those with a Lawful Government Purpose (LGP) to know). Mark and maintain all official records in accordance with the Information Security (INFOSEC) and Information Governance & Lifecycle Management (IGLM) standards and procedures. Validate official records are accurately maintained for auditing purposes.
• Maintain electronic and hard copy records of training, timecard changes, safety meetings, contractor timesheets, and other required records.
• Assist office staff in the routine use of software applications, i.e., Microsoft Office, Concur, SharePoint, etc. as requested.
• Provide backup support to other Administrative Assistants as needed in Vancouver, WA.
• Complete and maintain training certification as US Access Registrar, Activator, and other required roles for issuance of US Access credentials and processing of applicants in US Access system.
• Open enrollment center daily, perform enrollment appointments (fingerprints, document scans, and photos), conduct card activation appointments, and data entry, following procedures as described for collecting and entering Personally Identifiable Information (PII) information into systems.

Requirements:

• High School Diploma or GED is required.
• Associate or bachelor's degree in Secretarial Science, Administrative Management, or a related telecommunications field is preferred.
• 3 years of administrative experience is required.
• SharePoint experience sufficient to support, edit, and maintain sites by creating document repositories, workspaces, libraries, lists, views, etc.
• Moderate experience with Microsoft Office Suite of programs such as Word, PowerPoint, Excel, and Outlook.
• Moderate knowledge of, and experience with, Adobe Acrobat Professional.
• Experience with high volume data entry into systems with privacy information.
• Valid U.S. Driver's License is required.

Work sponsorship is not available at this time. Third-party candidates will not be considered for this position.

Because we are a federal government contractor, we have special restrictions placed on us for hiring foreign nationals into certain key positions within the company. This particular position requires U.S. citizenship.

ACS Professional Staffing will provide equal employment opportunities to all applicants without regard to the applicant's race, color, religion, sex, gender, genetic information, national origin, age, veteran status, disability status, or any other status protected by federal or state law. The company will provide reasonable accommodations to allow an applicant to participate in the hiring process if so requested.

If you have any questions about the job posting, please contact recruiting@acsprostaffing.com

If you have any questions about our Reasonable Accommodation Policy, please feel free to email hr@acsprostaffing.com

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