11845 - Administrative Services Assistant 2 - Olympia

Field Clerk

This full-time contract position is located in Olympia, WA. The role provides administrative and confidential support to an Operations & Maintenance Manager within a field-based organization. The position also provides backup support to other Field Clerks and serves as a liaison between departments, work units, and management support staff.

Key Responsibilities

• Provide confidential administrative and clerical support to managers and staff
• Greet and screen visitors, manage appointments, and refer inquiries to appropriate personnel
• Create, maintain, and update Excel spreadsheets and PowerPoint presentations; post materials to SharePoint or similar platforms
• Draft, proofread, and review correspondence and documents for manager signature
• Provide guidance to staff to ensure adherence to general policies and correspondence procedures
• Attend meetings, record minutes, and distribute information as needed
• Maintain tracking systems for action items and ensure timely completion of scheduled responses
• Answer and screen telephone calls, responding to routine inquiries and forwarding others as appropriate
• Process and manage incoming and outgoing correspondence, ensuring proper coordination and timely follow-up
• Establish and maintain effective communication channels to support information flow and positive working relationships
• Perform general office tasks including faxing, scanning, photocopying, and coordinating printing services
• Serve as backup support to other Field Clerks as needed

Scheduling & Coordination

• Coordinate managers' daily Outlook calendars and schedules
• Organize and schedule appointments, meetings, and conferences, including logistics and required equipment
• Assist with interview scheduling and meeting preparation
• Arrange domestic and international travel for managers and staff, including documentation and reimbursements

Personnel, Training & Compliance Support

• Assist with personnel-related actions, including preparing retirement correspondence and managing authorizations
• Track and maintain employee and manager training requirements and completion status
• Support personnel security and information security processes, including employee badging
• Update and distribute emergency plans and ensure staff familiarity with emergency procedures
• Support performance management processes, including tracking reviews and documentation

Time, Records & Systems Management

• Coordinate time and attendance reporting and maintain employee leave calendars
• Provide administrative support by acting as a liaison with HR, IT, Facilities, Security, and other service groups
• Coordinate and track employee medical surveillance or occupational health appointments
• Manage purchase card statements and perform corrective reviews for accuracy and compliance
• Maintain organizational SharePoint sites and administer meeting or project sites
• Manage records in compliance with information governance and lifecycle management requirements

Additional Support

• Coordinate or assist with organizational events such as presentations, employee recognition, or engagement activities

Qualifications

• High school diploma or equivalent required
• Associate's or Bachelor's degree in Office Administration, Business Administration, Management, or a related field preferred
• Minimum 6 years of demonstrated administrative or clerical experience required
• 4 or more years of experience using Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Intermediate to advanced experience with SharePoint or similar document management systems
• Strong organizational, communication, and interpersonal skills
• Ability to work independently and collaboratively in a team environment
• Experience working in a deadline-driven office setting

Work Environment

This role is based in a professional office environment with somewhat flexible hours and business casual attire. The position requires the ability to work independently with minimal supervision while meeting deadlines and collaborating with managers and administrative staff across multiple functions.

Job Type & Location

This is a Contract position based out of Olympia, WA.

Pay and Benefits

The pay range for this position is $26.00 - $31.00/hr. Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: • Medical, dental & vision • Critical Illness, Accident, and Hospital • 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available • Life Insurance (Voluntary Life & AD&D for the employee and dependents) • Short and long-term disability • Health Spending Account (HSA) • Transportation benefits • Employee Assistance Program • Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Olympia, WA.

Application Deadline

This position is anticipated to close on Mar 30, 2026.

Diversity, Equity & Inclusion

At Actalent, diversity and inclusion are a bridge towards the equity and success of our people. DE&I is embedded into our culture through:

• Hiring diverse talent
• Maintaining an inclusive environment through persistent self-reflection
• Building a culture of care, engagement, and recognition with clear outcomes
• Ensuring growth opportunities for our people

Actalent is an equal opportunity employer.

About Actalent

Actalent is a global leader in engineering and sciences services. For more than 40 years, we've helped visionary companies advance their goals. Headquartered in the United States, our teams span 150 offices across North America, EMEA, and APAC—with four delivery centers in India led by 1,000+ extraordinary employees who connect their passion with purpose every day.

Our Bangalore, Hyderabad, Pune, and Chennai delivery centers are hubs of engineering expertise, with core capabilities in mechanical and electrical engineering, systems and software, and manufacturing engineering. Our teams deliver work across multiple industries including transportation, consumer and industrial products, and life sciences. We serve more than 4,500 clients, including many Fortune 500 brands.