Executive Assistant

General Requirements

Four (4) years of related administrative experience
High School diploma (or equivalent)
Public Trust – Non-Sensitive, Moderate Risk security clearance (must be able to obtain and maintain)

Key Responsibilities

• Schedule appointments with key partners, internal and external customers; maintain calendars for the Project Administrator
• Analyze data and prepare basic Excel spreadsheets, including budget income-expense reports using the Financial and Business Management System (FBMS)
• Gather information on departmental and WIP policies/procedures in response to inquiries and complaints; track and follow up on WIP and bureau requests
• Type, proofread, and process a variety of documents including correspondence, agendas, memos, and statistical charts from rough draft
• Maintain accurate records and files, function as receptionist for main agency phone line, verify information, and research discrepancies
• Initiate and maintain records and files related to personnel, maintenance, and operations
• Cookbook meetings, schedule conference room usage, prepare materials, post public hearing notices, take minutes, and provide online technical support
• Screen and direct telephone calls and visitors; resolve routine inquiries
• Input Purchase Request information into the department financial system
• Track and document water orders from customers; submit Maximo work orders
• Work with the National Irrigation Information Management System (NIIMS) and assist with resolving land base issues
• Assist with income and expense reports and track expenditures using FBMS
• Provide administrative support and resolve issues related to office clerical services

Knowledge, Skills, And Abilities

• Strong typing and word processing skills with excellent English grammar, spelling, and formatting
• Proficiency in operating computers, calculators, printers, fax machines, and other office equipment
• Advanced skills in MS Office (especially Excel and PowerPoint)
• Ability to learn and use specialized systems such as FBMS and NIIMS
• Excellent organizational and time management skills with the ability to multi-task and prioritize
• Strong attention to detail and problem-solving abilities
• Excellent written and verbal communication skills
• Tact, discretion, and good judgment when handling sensitive or confidential information
• Ability to interact professionally with internal staff, external customers, vendors, Congressional offices, and the general public

Desired Experience

• Familiarity with National Irrigation Information Management System (NIIMS)
• Experience with Financial and Business Management System (FBMS)
• Knowledge of office management systems and procedures
• Working knowledge of irrigation projects, water orders, or Bureau of Indian Affairs operations (a plus)