Administrative Assistant III

SPECTRA TECH INC•Richland, WA

About The Position

Under minimal supervision, the Administrative Assistant III performs advanced, diverse, and confidential administrative duties and provides day-to-day support to management and the department. The role includes interacting with staff across the organization and handling secretarial and administrative activities that support normal department functions, including word processing, recordkeeping, filing, meeting arrangements, telephone coverage, visitor direction, and scheduling. The position supports personnel administration, travel coordination, records and reports, office management, facilities and equipment, contracts, department systems, and staff training. It prepares confidential reports, correspondence, and presentations for audiences including senior management and the board; maintains department records and qualifications; and helps ensure inquiries, mail, and operational actions are handled promptly and professionally. Other duties may be assigned.

Requirements

High school diploma or GED.
At least five years of progressive administrative experience, including leadership responsibilities and independent decision-making authority.
Professional development record demonstrating efforts to enhance skills and knowledge relevant to assigned responsibilities.
Ability to prepare documents using Microsoft Office programs and Energy Northwest information management tools, including Word, Excel, PowerPoint, and Action Tracking.
Knowledge of general to advanced office management techniques, including spelling, grammar, punctuation, and use of standard office equipment.
Ability to handle sensitive and confidential information professionally and discreetly.
Proficiency with Microsoft Word, Excel, PowerPoint, Outlook, and Access.
Strong administrative, organizational, planning, and time-management skills.
Ability to handle complex projects, work under pressure and tight schedules, and perform with minimal supervision.
Detail-oriented, with the ability to solve problems, exercise good judgment, and make sound decisions.
Effective oral and written communication skills and good interpersonal skills.
Ability to take initiative, act independently, participate as a valued team member, and interface effectively with staff, management, and senior management.
Proper professional office etiquette.

Responsibilities

Maintain documents in accordance with recordkeeping requirements.
Prepare travel authorization and expense forms and coordinate travel arrangements according to travel procedures.
Monitor department personnel qualifications to ensure they are properly maintained.
Facilitate onboarding for new department staff, including supplies, equipment, and office orientation.
Schedule performance appraisals and prepare personnel-related paperwork and records, such as SSIS and ERCS.
Prepare reports, correspondence, and presentations, often confidential and for key audiences including senior management and the board.
Provide office management and administrative support for the department.
Receive and direct in-person and telephone inquiries, including the must-answer line, to appropriate staff in a timely and professional manner; answer questions as able as a first point of contact.
Distribute department mail and faxes daily, identify sensitive items, and alert appropriate staff promptly.
Maintain office supply inventory and place special orders within budget or as approved.
Coordinate department facility and equipment needs, including office furniture, printers, and work orders.
Serve as the department subject matter expert for the AR system; generate ARs, prepare weekly reports, and track actions through timely closure.
Coordinate dispositioning of AR-CF CRs.
Design and maintain the CF Corporate SharePoint site.
Initiate contract requisitions and changes.
Coordinate annual funding of all CF contracts.
Serve as credit card custodian and reconcile monthly billing.
Register staff for training.
Perform other duties as assigned.