Administrative Assistant

About the role

The Administrative Assistant serves as the principal office support to a Regional Program Manager/Director, performing administrative duties in support of the work of a multi-faceted organization with a system of internal procedures and administrative controls. The immediate supervisor directs work through subordinate supervisors who have varying functions, relationships, and customer responsibilities, which places significant demands on the position.

Responsibilities

• Prepares correspondence, reports, and other documents, ensuring correct grammar, spelling, capitalization, punctuation, and appropriate format in work prepared by self and others; returns material needing correction to the originator when necessary.
• Maintains a tickler system.
• Screens and prioritizes correspondence, electronic mail, and material prior to distribution for suspense dates and established controls, and follows up on responses.
• Ensures that correspondence is properly routed in a timely manner.
• Ensures that requirements for handling sensitive and/or classified material are accurately followed, where applicable.
• Schedules meetings, appointments, and conferences in accordance with instructions from the supervisor.
• Prepares and distributes agendas and takes notes when directed.
• Sets up conference calls, staff functions, and video conferencing, and functions as the point of contact for conference calls using the bridge.
• Maintains the supervisor's calendar and verifies the schedules of others to minimize conflicts when scheduling meetings or conferences.
• Provides reminders of scheduled events and contacts other personnel to attend meetings in lieu of the supervisor, when necessary.
• Receives visitors and phone calls; accurately determines the nature of the request and refers callers or visitors to appropriate staff.
• Personally answers routine questions in a timely and accurate manner and provides accurate information when routine procedural matters are involved.
• Assists the supervisor and staff with travel arrangements and travel vouchers.
• Uses a variety of office automation software in support of the organization and mission requirements, including but not limited to completing backup of files and database systems; using database or spreadsheet software to accurately enter, revise, sort, calculate, and retrieve data for standard reports; and using graphics software to provide briefs, charts, and graphs for viewgraphs or paper presentations.
• May be assigned to enter or report time and attendance data for non-appropriated fund or appropriated fund employees.
• Maintains an accurate file system of online and hard copy documents to enable quick and efficient retrieval of information.

Qualifications

• Knowledge of the policies, regulations, procedures, and reporting requirements governing the programs of the FFSP.
• Knowledge of the FFSP mission, functions, and programs.
• Knowledge of the military lifestyle, the unique challenges faced by service members/families, and the array of services available to address these issues.
• Skill in communicating with clients to obtain factual information and explain regulations and agency procedures, and in drawing out and organizing relevant information from persons who are often unaware of legal or procedural requirements.
• Knowledge of the duties, priorities, commitments, policies, and program goals of the organization sufficient to perform non-routine assignments.
• Proficiency in both verbal and written communication, including grammar, punctuation, capitalization, and format, to prepare and edit written correspondence and reports.
• Ability to use various office automation software (e.g., Word, Excel, Outlook, etc.).

Education

This job does not have an education qualification requirement.

Conditions of employment

• Must successfully pass the E-Verify employment verification check. Any discrepancies must be resolved as a condition of employment.
• Must enroll in Electronic/Direct Deposit within 30 days of the start date.
• Selectee may be required to complete a one (1) year probationary period.
• For positions requiring travel more than twice per year, selectee may be required to obtain and maintain in good standing a Government-issued Travel Card for official government travel purposes.
• Executive Order 12564 requires a Federal workplace free of illegal drugs; all Federal employees are required to remain drug free throughout their employment.