Administrative Support Level I
At the direction of the Regional Director, perform a variety of administrative and secretarial functions for the DOS/PPT Regional Management Staff and Contract Management staff. Maintain all office functions associated with meeting the needs of the front office including incoming calls, correspondence and faxes. Due to the nature of the government contract requirements and/or clearance requirements, U.S. Citizenship is required.
Your future duties and responsibilities
Under the guidance of the onsite Government management team, the Administrative Assistant shall perform a variety of administrative and secretarial functions for the Director or Executive office. The Administrative Assistant Level I is responsible for coordinating the large volume of information coming into the office to insure formats and deadlines are being met (i.e. schedules, memoranda, briefing papers, taskers, etc.). The Administrative Assistant maintains confidential information (employee lists, management contact info, etc.) and at a minimum, shall perform the following functions:
• Answer incoming calls (external and internal to the office in a highly professional manner and forward calls, take messages or resolve calls as warranted on an individual basis.
• Organize, type, collate and file sensitive material.
• Maintain Agency/Center and Director Calendar of upcoming events, guest log, appointments, and other activities.
• Review incoming documents and take appropriate action/distribution.
• Track and monitor the status of memoranda, correspondence and taskers.
• Inform Agency/Center personnel of overdue items, upcoming deadlines, and format and
• Department procedures for processing documentation.
• Assist with travel arrangements using online Travel Manager System.
• Prepare briefing materials and compile reports.
• Prepare written communications using a variety of office software, specifically: MS Word, MS
Power Point, MS Publisher, MS Excel, and SharePoint.
• Provide support to other projects or tasks as required.
• Track and report official time and attendance records for all federal employees within the office.
• Receive deliveries and arrange for pick-up of outgoing shipments.
• Be responsible for stocking the photocopy and facsimile machines and supplies as well as maintaining their operational status and taking the requested readings.
• Receive and sort incoming /outgoing administrative mail.
• Maintain constant awareness of all aspects of internal security including adherence to the restricted area policies, logging off computer terminals when not in use and securing work at the end of the business day.
• Admit and welcome visitors into facility and maintains visitor log-in files.
• Process employees for DS badges through the MDIS/DOS enrollment system, PIN resets and unlock badges.
• Liaise with building management to report and resolve maintenance issues.
• Operate office equipment, including but not limited to: document scanners, telephones, intercoms,
A-phones, label printers, and cameras.
• Assist with ordering, tracking, receiving, inventorying office supplies through various methods
(GSA, CA internal, etc.)
Required qualifications to be successful in this role
• Types 50 words per minute (WPM) with no errors
• Ability to adapt to changes in procedures and assignments.
• Ability to establish working relationships at all organizational levels.
• Strong organizational skills, time management, and attention to detail.
• Can simultaneously manage and maintain multiple MS Outlook calendars for personnel, leave, training and/or conference rooms.
• Excellent written and oral communication skills to draft memoranda and reports.
• Demonstrated capability to analyze facts, evaluate information, and draw conclusions.
• Ability to interpret and apply regulatory material, such as federal personnel rules and regulations including the Foreign Affairs Manual Volume III (FAM-Personnel)
Educational and Experience QUALIFICATIONS
Clearly identify the essential qualification vs the desired qualifications.
• HS Diploma (2 year college degree preferred), and;
• Three (3) years of experience utilizing a variety of office software, specifically: Microsoft (MS) Word, MS Excel, MS Power Point, MS Publisher, MS Excel, and MS Outlook, including;
• Two (2) years of experience as an Administrative Assistant in an office environment, including;
• One (1) year of experience supporting at an executive level, including;
• Demonstrated experience with document management, preferably for a legal department of other office, and;
• Demonstrated ability to prioritize and organize simultaneous work flow duties.
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Qualified applicants will receive consideration for employment without regard to their race, ethnicity, ancestry, color, sex, religion, creed, age, national origin, citizenship status, disability, pregnancy, medical condition, military and veteran status, marital status, sexual orientation or perceived sexual orientation, gender, gender identity, and gender expression, familial status, political affiliation, genetic information, or any other legally protected status or characteristics.
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