Administrative Assistant - Transportation - Fort Sill, OK

Responsibilities

• Handles differing situations, problems, and deviations in the work of the office according to the supervisor's instructions, priorities, duties, policies, and program goals.
• Screens telephone calls, visitors, and incoming correspondence; personally responds to requests for information concerning office procedures.
• Determines which requests should be handled by the supervisor, appropriate staff member or other offices, prepares and signs routine non-technical correspondence in own or supervisor's name.
• Schedules tentative appointments without prior clearance.
• Plans for conferences and meetings and assembles established background materials as directed.
• May attend meetings and record and report on the proceedings.
• Reviews outgoing materials and correspondence for internal consistency and conformance with procedures; assures that proper clearances have been obtained, when needed.
• Collects information from the files or staff for routine inquiries on office program(s) or periodic reports and refers non-routine requests to supervisor or staff.
• Explains to subordinate staff supervisor's requirements concerning office procedures, coordinates personnel and administrative forms for the office and forwards for processing.
• Proficiency in Microsoft Teams and Office is preferred.
• Prepares in final format from draft or handwritten materials a variety of documents, using standard software, including letters, memorandums, forms, reports, studies, vacancy announcements, position descriptions, specifications and legal documents.
• Processes outgoing letters and memorandums, ensuring enclosures, attachments, courtesy copies (cc) and blind courtesy copies (bcc) are correctly included.
• Films and/or scans documents, correspondence, and forms.
• Updates and organizes existing files.
• Closes out files and contracts for storage.
• Aids with Non-Personally Identifiable Information (PII) paperwork dealing with Government employee background checks, benefits, Office of Workers’ Compensation, drug testing program, employee physicals, and other as requested.

Qualifications

• High School/GED degree.
• Minimum 3 years of work experience using MS Suite (Word, Excel, PowerPoint).
• Minimum 3 years of work experience using Adobe Pro Suite.
• Minimum 3 years of work experience arranging meetings, booking appointments, arranging travel, and preparing correspondence.
• Data entry experience to include purchase requisitions, purchase orders, and reimbursements.