Role: Administrative Assistant
Location: At client location, 109 College Street, SE Lacey, WA 98503.
Description: Hedgelan seeks a qualified and highly motivated Administrative Assistant to support our Federal client in Seattle, Washington. The contractor shall provide full time support for Endangered Species Act (ESA) and Magnuson-Stevens Act (MSA)ESA/MSA oversight, office support, administrative support, customer service, front desk reception duties, clerical support, sort and process incoming/outgoing projects, clerical review of correspondence, coordination and management of filing and records management, and prepare travel arrangements for other staff.
Roles and Responsibilities:
· Full-time position requires 32 hours per week, onsite.
· Duties include the following key areas and tasks.
1.) Task 1: Staff the Front Desk
· Approximately 100% of the work time, staff the National Marine Fisheries Service (NMFS) Lacey Office front desk; serving as gatekeeper, check in/out visitors, and assign security badges.
· Answer incoming NMFS Lacey office calls, take messages, and refer calls.
2.) Task 2: Records Assistance
· Assist with entering consultations, and other correspondence, using spreadsheets (excel, google, smartsheets) and the ECO database.
· Assist with project administrative records, scanning documents, closing records, and retrieving files as required.
3.) Task 3: Federal Travel Assistance
· Arranges and manages travel for staff and affiliates, develops travel authorizations, coordinates individual and group reimbursements for domestic and international travel.
4.) Task 4: General Office Assistance
· Copying, faxing, and sending FedEx packages.
· Set up in person, virtual, and hybrid meetings and conference calls.
· Provide meeting logistics, note taking, meeting minutes, etc.
· Maintain computer and paper files, respond to office inquires.
Deliverables:
· Projects logged into National Database (ECO) daily.
· Maintain travel tracking sheets and updates related to financial worksheets and offices, as needed.
· Complete monthly progress report to include, accomplishments, issues encountered, travel including purpose, significant outcomes, action items, recommendations, if applicable.
Working Conditions:
· Onsite work at least 3 days per week.
· Option for remote work 2 days per week, after initial 3-month onboarding period.
· Must be currently located in the immediate Lacey area.
Minimum Educational/Experience Requirements:
· An associate degree or a minimum of three (3) years of relevant experience and training.
· Ability to effectively communicate with diverse groups of people.
· Ability to handle and prioritize work assignments.
· Proficiency in use of Microsoft Office Suite (Word, Excel, PowerPoint, SharePoint)
· Skills in office management processes
· Ability to learn and use a variety of automated systems to perform administrative tasks, such as timekeeping, travel arrangements, etc.
· Ability to anticipate and complete the needs of a senior level executive.
· Knowledge and experience with Google documents and other similar sharing platforms.
Employment Requirements:
· Must be able to pass a criminal background investigation
· Must successfully complete a pre-employment drug test and comply with all requirements of the company substance abuse policy.
Job Types: Full-time, Part-time
Pay: $18.00 per hour
Expected hours: 30 – 32 per week
Benefits:
- 401(k)
- Dental insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Vision insurance
Schedule:
- 8 hour shift
- Monday to Friday
Education:
Experience:
- Administrative Assistants & Receptionists: 3 years (Required)
Work Location: In person