TITLE: Administrative Assistant
LOCATION: Remote
TRAVEL: Minimal (up to 10% as required)
About Us
The Providencia Group is led by a purpose: to address global challenges and make an impact that matters through delivering transformative solutions. This purpose defines who we are and extends to relationships with our clients, our people, and our communities. We combine purpose, innovation, and experience to deliver impactful results.
About The Team
We are problem solvers working with leading agencies and organizations to help them address many of today’s most complex challenges. Our world-class team of technologists, program managers, and subject matter experts is uniquely qualified to address ever-evolving, large-scale challenges. In an imperfect world, The Providencia Group puts capability and purpose into action.
What you’ll be part of – TPG Culture
At TPG, we expect incredible tangible results. TPG professionals play a unique role in delivering these results. We reach across disciplines and borders to serve our global organization. We provide a roadmap for focusing on people, our work, and continuous improvement. We see people as people, take care of each other, commit to the mission, move quickly and bravely, get better every day, and seek truth. We are the backbone of TPG.
About the Role
The Administrative Assistant will be responsible for the day-to-day administrative functions such as answering and screening calls, calendar management, travel arrangements, and other general administrative duties. The role will provide administrative assistance to management and support staff as well as manage the day-to-day office responsibilities to ensure efficient operation of the office. This position will be responsible for confidential and time sensitive material.
What You’ll Do
- Answer calls, address questions and/or concerns, and provide knowledgeable responses to general telephone inquiries in a courteous and professional manner.
- Serve as real time Genesys POC for assigning queues and alerting staff to adherence concerns.
- Update and submit the Hours by Agent report to management.
- Serve as the Point of contact for call outs; responsible for entering information into Genesys as UA time and alerting queues needing to be reassigned.
- Responsible for loading queue assignments into Genesys from excel spreadsheet provided by management.
- Review break/lunch schedule daily to ensure coverage.
- Assist in the review and verification of employee timesheets to ensure hours are entered in Unanet and submitted by the deadline; follow up with employees if timesheets are not submitted or need corrections.
- Responsible for maintaining and updating employee roster, to include leave requests and training hours.
- Monitor and track training hours and verify employee training hours into Unanet.
- Monitor, track and log shift changes, additional hours, etc. to ensure schedule coverage.
- Review employee status report and update staff’s availability in company’s internal system.
- Review and submit expense reports for staff, as directed.
- Monitor employee contract-required credentials (i.e. training certificates, security reminders, etc.), communicate overdue requirements, and send monthly email reminders to staff.
- Review and submit vendor invoices to the corporate office for payment, if applicable.
- Works as liaison between operations and administration team to assist with TDY arrangements for employees, when applicable.
- Maintain professional and ethical standards as prescribed by TPG's Program.
- Comply with agency and program policies and protocols.
- Duties are performed via a government approved computer system. Employees are required to possess strong computer skills in MS Word & Excel.
- Perform related duties as assigned, within your scope of practice – management reserves the right to revise these duties as necessary.
Minimum Qualifications & Skills
- Associate degree in an appropriate discipline from an accredited university or a high school diploma and two (2) or more years of relevant experience may be substituted to satisfy this requirement.
- Must possess strong computer skills in MS Office, including Microsoft Word and Excel, PowerPoint, and Outlook.
- Must be willing to learn internal company systems (Saturn, Mercury, etc.).
- Requires effective communication and interpersonal skills to effectively interact with different departments within the company, employees and with clients.
- Ability to take technical direction and feedback from various sources.
- Committed to providing outstanding customer service and representation of TPG in a professional manner.
- Requires the ability to prioritize work, meet stringent deadlines, balance multiple tasks and work in a team environment.
- Strong attention to detail.
- Possess a valid and current driver’s license.
- Inventory or surveillance software experience preferred.
- Ability to work a flexible schedule, including nights, weekends, and graveyard shifts.
- Excellent analytical and problem-solving skills
- Must possess strong computer skills in MS Office, including Excel, Word, and Teams
- Ability to type 45 wpm
Work Environment
This is a remote opportunity where occasional travel could be required. Since this is a remote role, must have a dedicated workspace conducive to full videoconferencing (camera and audio) for facilitating webinars and online discussions.
Work Schedule
This is a full-time position, but hours could vary depending on needs. May include travel, evenings, and weekends to meet different time zones and projects.
Condition of employment
- Complete a rigorous culture and competency testing process
- Complete a Drug Test
- Must be at least 21 years of age
- A valid US Driver’s license
- Have the ability to obtain a Public Trust Clearance Tier 4
Security Clearance Requirements
- Applicants selected will be subject to a government background investigation and may need to meet eligibility requirements for access to classified information.
- Must be a U.S Citizen or Permanent Resident
- Residency requirement - 3 consecutive years in the last 5 years.
Physical Demands
- Standing/Walking/Mobility: Must have mobility to attend meetings with other managers and employees.
- Climbing/Stooping/Kneeling: 10% of the time.
- Lifting/Pulling/Pushing: 10% of the time.
- Fingering/Grasping/Feeling: Must be able to write, type and use a telephone system 100% of the time.
- Sitting: Sitting for prolonged and extended periods of time.
Providencia is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity, status as a veteran, disability or any other federal, state or local protected class.
TPG complies with federal and state disability laws and makes reasonable accommodations for applicants and employees with disabilities.
If you require accommodation in completing this application, interviewing, completing any pre-employment testing, or otherwise participating in the employee selection process, please direct your inquires to HRsupport@theprovidenciagroup.com
