Administrative Assistant

About the role

The Administrative Assistant supports the protective security, resource management, and project management functions for a mission-critical government customer. This position works under minimal supervision, with extensive latitude for the use of initiative and independent judgment.

Responsibilities

• Compose and type correspondence, documentation, and mailing labels, and enter data from paper or electronic forms into databases and spreadsheets
• Copy data between records, file documents accurately, and maintain organized hard-copy and electronic filing systems
• Receive, sort, and distribute incoming mail; prepare outgoing mail including overnight and online express services
• Photocopy, scan, and process documents using standard office equipment
• Maintain shared drive file folders for completed Facility Security Assessments, assessment databases, and Facility Security Committee memorandums
• Schedule and set up conference rooms, coordinate teleconferences, and disseminate meeting information
• Attend meetings as requested, prepare and distribute agendas, take detailed minutes, and circulate notes to appropriate personnel
• Cook up and distribute routine reports at the frequency determined by on-site leadership
• Track assigned case control numbers, ensuring all reports are completed, submitted, and routed for appropriate review and approval
• Provide support to the Security Management Branch, including assistance with facility portfolios, protective security officer inspection reports, and database/spreadsheet maintenance
• Initiate, follow up on, resolve, and close out trouble tickets and help desk requests
• Perform Human Resources administrative functions and tasks as assigned
• Support regional emergencies, taskings, and special projects as directed
• Perform IT & Help Desk Liaison duties, serving as the liaison between field personnel and the help desk for IT, telephone, and related service issues
• Make travel arrangements (including critical incident travel) and coordinate transportation, lodging, and off-site meeting facilities
• Perform related work as assigned

Requirements

• Minimum of 5 years of administrative assistant experience
• Experience working extensively with the Microsoft Office Suite and several government-specific systems
• Proficiency in Microsoft Word, Excel, Outlook, PowerPoint, and Access
• Government systems including ITMS, GSA Fleet Vehicle system, WebTA, LEIMS, and agency help desk and catalog platforms (training provided as needed)
• Strong command of the English language, including grammar, spelling, composition, and vocabulary
• Accurate typing and exceptional attention to detail
• Strong organizational skills with the ability to compile and organize reports from multiple sources
• Working knowledge of standard office equipment and procedures
• Excellent written and verbal communication skills
• Resourcefulness and the ability to thrive in a fast-paced environment
• Professionalism and the interpersonal savvy to interact effectively with colleagues, government personnel, and external contacts
• Reliability in meeting both planned and unplanned deadlines
• A proactive, self-directed work style with sound CLEARANCE

Qualifications

• High School Diploma
• Public Trust CERTIFICATION N/A

Hours of Operation

The worksite location will be performed predominantly at the Government offices during core business hours of 8:00 AM to 4:00 PM, Monday through Friday on a regular 40-hour per week schedule unless otherwise required by the Manager.

Physical, Mental, and Environmental Conditions

Must have the use of sensory skills to effectively communicate and interact with other employees and the public using the telephone and personal contact as normally defined by the ability to see, read, talk, hear, handle or feel objects and controls. Physical capability to effectively use and operate various items of office related equipment, such as, but not limited to, a personal computer, calculator, copier, and fax machine. No significant climbing, stooping, kneeling, crouching, reaching, standing, walking, pushing, pulling, lifting, grasping, and repetitive motions.

Conditions of Employment

• Must be legally authorized to work in the United States of America
• Sponsorship will not be a part of this contract
• U.S. citizenship (required for federal suitability determination)
• Must successfully complete a Blue Sky and customer background screening