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FW Solutions_Administrative Assistant III_FWTC-Admin Support


Posted: 6/14/2019
Job Reference #: 1760
Keywords: office

Job Description


Under general supervision, this position will perform a variety of specialized tasks and be responsible for all administrative support duties for the departments such as creating and maintaining specialized records, reports and files, creating template documents, business development proposal preparations and various other facilitation of departmental processes.  The Administrative Assistant III will be entrusted with assisting and leading in maintaining current company document web-based portal. Assigned work requires selecting appropriate work methods, understanding and applying detailed information and procedures and meeting high standards of accuracy in handling routine and non-routine data and other matters. Specific responsibilities of this position include the following:


Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Organizes, maintains, and updates files, documents and records; creates, maintains and updates filing systems (electronic and paper).
  • Maintains contracts and proposal process datasheets and updates information on the specified schedule or document.
  • This position shall coordinate email or hard copy distribution of departments intercompany communications.
  • This position shall assist in the preparation and facilitation as required of the internal routing forms various stages of the signature process within the company business systems, in order to obtain company’s approvals and signatures in the most expeditious manner.
  • Maintains master documents, templates and forms as requested and maintains and enters a variety of data in databases and spreadsheets.
  • Creates template documents for contracts and proposal departments by utilizing original source documentation and information.
  • Key participant of Business Development proposal preparations, to include compilation and editing.
  • Attendance at departmental meetings and solely facilitates, via computer with projection, real-time updating of data.
  • Records meeting minutes via computer at respective departmental meetings.
  • Collects and processes data for contract and proposal files; maintains contractual and proposal records; enters data into company software system.  Responsible for data entry, tracking and maintenance of documentation associated to milestones contained within the contract and proposal process.
  • Maintains subcontractor or possible teaming partner records, including gathering and filing either electronically or hard copy of information.
  • Provides information to other departments on status of contracts or proposals.
  • Ensures maintenance of accurate, thorough contract and proposal records and helps to facilitate efficient interdepartmental communications related to assigned areas.
  • Operate office machines, such as photocopiers and scanners, facsimile machines, voice mail systems and personal computers. This position shall assist and update status on a frequent daily basis the departments various documents as required, of which consists of various departmental pending items by populating such information within multiple means, as provided by others.
  • Other duties as assigned.



  1. Technical Capacity.
  2. Personal Effectiveness/Credibility.
  3. Thoroughness.
  4. Collaboration Skills.
  5. Communication Proficiency.
  6. Flexibility.


Supervisory Responsibility

This position has no supervisory responsibilities.


Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.




Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.


While performing the duties of this job, the employee is occasionally required to stand, walk or sit; use hands to finger, handle or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; taste or smell. The employee must occasionally lift and/or move objects up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.


Position Type/Expected Hours of Work

This is a full-time position. Typical days and hours of work are Monday through Friday, 8:00 a.m. to 5:00 p.m



Travel is required during the business day, out-of-area and overnight travel to be expected.


Required Experience

  • Understanding of office filing systems and organizational processes.
  • Must have acute attention to detail.
  • Ability to interact with co-workers within and outside of the department as well as outside agencies.
  • Minimum 4-6years’ experience working in the area of specialized administrative support.
  • Excellent knowledge of Microsoft office products.
  • Be a self-starter with the ability to work independently.
  • Possess excellent time management skills.
  • Ability to organize, plan and set goals to prioritize varying work day or work week requirements.
  • Ability to handle multi-projects and follow up with multiple departments.
  • Ability to follow written and oral instructions.
  • Use tact, discretion and courtesy in dealing with customers.
  • Impeccable oral and verbal communications skills.


Required Education

  1. Associates degree required. (Experience may be substituted for educational degree requirement)

Additional Eligibility Qualifications

None required for this position.



Security Clearance

None required for this position.


AAP/EEO Statement

Ho-Chunk, Inc. is an equal opportunity employer. All applicants are considered without regard to age, sex, race, national origin, religion, marital status or physical disability. However, preference may be extended to persons of Indian descent in accordance with applicable laws.


Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Application Instructions

Please click on the link below to apply for this position. A new window will open and direct you to apply at our corporate careers page. We look forward to hearing from you!