Administrative Assistant

Tidal Basin Holdco, LLC • Anchorage, AK

27d • Onsite

About The Position

The Administrative Assistant provides onsite administrative support for the Tidal Basin/Michael Baker International team supporting the State of Alaska Division of Homeland Security and Emergency Management (DHS&EM). Based in the project office in Anchorage, the position supports office operations across disaster events currently supported under the Alaska contract and future events the team is authorized to support. The role reports to the Project Manager and coordinates with designated State and project personnel.

The position handles document preparation and processing, correspondence and payment tracking, file maintenance, routine status reporting, office operations, and administrative support for meetings, time tracking, travel documentation, and briefing or training materials. It also helps retrieve records for reviews, audits, and closeout, while protecting confidential, personal, and financial information under approved procedures. Other related duties may be assigned according to operational needs.

Requirements

• High school diploma or equivalent.
• At least one year of administrative experience.
• Proficiency in Microsoft Word, Excel, Outlook, and PowerPoint, including accurate data entry and maintaining spreadsheets and status logs.
• Ability to operate copiers and scanners, organize electronic and paper records, and prepare, combine, and email PDF documents.
• Strong attention to detail, organizational skills, and time management, including the ability to prioritize concurrent requests across multiple events and projects.
• Clear, professional written and verbal communication, sound judgment with sensitive information, and reliable follow-through.
• Ability to learn State and project tracking systems, shared document repositories, and virtual meeting platforms.

Nice To Haves

• Associate degree preferred.
• Experience supporting a government, disaster recovery, or grant-funded program setting preferred.

Responsibilities

• Provide onsite administrative support to client representatives, program leadership, and project staff across supported disaster events.
• Copy, print, scan, and assemble documents; check scanned files for completeness, legibility, correct naming, and proper storage.
• Prepare, format, and proofread routine correspondence, emails, reports, and forms using approved templates and instructions.
• Receive, log, route, and track incoming and outgoing correspondence and related details, including event, applicant, project, assigned staff, dates, due dates, and status.
• Assemble packages for review and signature; email or upload approved documents as directed and retain final copies, attachments, and transmission records.
• Maintain organized electronic and physical files by event, applicant, and project, following naming, version control, access, and retention procedures.
• Maintain payment and reimbursement trackers, including requested and approved amounts, routing status, action dates, and confirmed payment references.
• Check payment packages and correspondence for clerical completeness, required attachments, signatures, and correct identifiers; coordinate missing information and route technical or financial questions to designated reviewers.
• Compare tracking entries with source records, flag discrepancies or duplicate entries, follow up on pending actions, and alert the Project Manager to overdue items or processing delays.
• Prepare routine status summaries of correspondence, payment requests, outstanding actions, and completed transactions by event and project.
• Retrieve and organize records for project reviews, audits, and closeout; protect confidential, personal, and financial information using approved systems and procedures.
• Support daily office operations, including monitoring supplies, coordinating copier and scanner support, and routing mail, calls, and administrative requests.
• Coordinate meetings and prepare materials and follow-up notes.
• Assist with administrative time tracking, travel documentation, and briefing or training materials as directed.
• Complete required training and perform other related administrative duties as assigned.

What This Job Offers

• Career Level: Entry Level
• Education Level: High school or GED