Job Description
Administrative AssistantÂ
THIS IS A TEMPORARY EMPLOYMENT OPPORTUNITY
Location: Onsite in Anchorage Position Summary: 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, this position supports expanded office operations through copying, scanning, emailing, filing, and tracking correspondence and payments. The role serves all disaster events currently supported under the Alaska contract and future events the team is authorized to support. The Administrative Assistant reports to the Project Manager and coordinates with designated State and project personnel.
Job Duties and Responsibilities include: - Provide onsite administrative support to client representatives, program leadership, and project staff across all supported disaster events.
- Copy, print, scan, and assemble documents; verify that scanned files are complete, legible, correctly named, and saved to the appropriate location.
- Prepare, format, and proofread routine correspondence, emails, reports, and forms using approved templates and instructions.
- Receive, log, and route incoming and outgoing correspondence. Track the event, applicant, project, subject, assigned staff, receipt and transmission 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 established naming, version control, access, and retention procedures.
- Maintain payment and reimbursement trackers, including requested and approved amounts, routing status, action dates, and payment references when confirmed by authorized personnel or source records.
- 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 handling 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.
Required Skills and Competencies - 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; 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.
Required Education and Experience: - Must have a high school diploma or equivalent; Associate degree preferred.
- Minimum of one (1) year of administrative experience.
- Experience supporting government, disaster recovery, or grant-funded program setting is preferred.
Location: Anchorage, Alaska
Job Description Disclaimer This position description incorporates the job's core responsibilities. It recognizes that other related duties not specifically mentioned might also be performed and that not all responsibilities may be carried out depending on operational needs.
All qualified applicants will receive consideration for employment without regard to race, color, religion, sexual orientation, national origin, disability, or status as a protected veteran. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position. Upon hire, secondary employment and other employment restrictions must be disclosed and approved.
Tidal Basin Holdco, LLC, and its subsidiaries and affiliated companies, which include Tidal Basin Government Consulting, LLC are an Equal Employment Opportunity Employer.
Job Tags
Contract work, Temporary work, Work at office