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Administrative Support I, II, III, IV

ITSC Secure Solutions Boise ,ID
  • Expired: 14 days ago. Applications are no longer accepted.
Job Description: Administrative Support I, II, III, and IV Descriptions Below: Position: Administrative Support I FLSA Status: Non-Exempt Employment Status: Regular, Full-Time Clearance Required: Public Trust General Summary: The Administrative Support I shall provide basic technical and administrative day-to-day support services. The individual shall perform both routine administrative, clerical and related duties in support of the Government team or individuals, to include telephone coverage. Office front desk support shall be required of the Administrative Support I, unless the requesting office chooses to remove this support when preparing a task order. The individual shall have sufficient knowledge in automated office software suites to include Microsoft products such as Word, PowerPoint, Outlook, Excel, Access, SQL, SharePoint, web browsers, time and attendance tracking systems, and other basic data entry application systems. Also, the individual shall display good customer service skills and be flexible in adapting to deadlines and changing priorities. Essential Duties and Responsibilities: Responsibilities of the Administrative Support I include: · Receive visitors and telephone calls, and relay these visitors and callers to the appropriate person within the office; · Manage incoming and outgoing mail service; · Review and provide data entry updates to ensure pertinent information is recorded correctly in the agency’s various automated systems; · Perform general typing assignments of correspondence, reports, records and technical papers. This may include incorporating tables, charts, graphs, and incorporating presentation materials and graphics into the correspondence. Additionally, shall prepare correspondence to ensure proper format, checking for typographical accuracy, and conformance with procedural instructions; · Arrange meetings and conferences to include the following: locating facilities, room reservations, scheduling, arranging call-in numbers and/or webinar registration details, notifying all participants, and assembling materials to be handed out at meetings and conferences, and/or distributing electronically for conference calls and webinars; · Schedule appointments for various staff members as required. This may include coordination with other offices within the agency and the USDOT; · Maintain files in accordance with statutory record-retention requirements and Departmental policies and directives, which may involve establishing new files and disposing of outdated or otherwise unneeded records; · Update office time and attendance in agency’s time keeping system, to include resolving time keeping discrepancies; · Update SharePoint websites, and monitor office updates on agency’s internal and external websites to include office’s information in Microsoft Outlook, and resolve discrepancies in a timely manner; · Fleet Management - Performs, various responsibilities driving Government owned vehicle, submit periodic reports to GSA, coordination of services and purchases with GSA (GOVs Maintenance, licensing/registration, mileage reporting, fuel reports, E-85 special reporting); · Prepare, assemble, print and ship course material for training and presentations; set-up training and conference rooms, create certificates; and · Assist with scheduling interviews, as needed. Experience and Skills: Required Education/Experience: · One to two years of relevant experience; · Good written and oral communication skills; · Organizational skills; · Ability to work both individually and as part of a team; · Proven ability to produce quality work under deadlines; and · Sufficient knowledge in automated office software suites to include Microsoft products such as Word, PowerPoint, Outlook, Excel, Access, SQL, SharePoint, web browsers, time and attendance tracking systems, and other basic data entry application systems. Preferred Education/Experience: · High School Graduate or General Education Diploma (GED). Position: Administrative Support II FLSA Status: Non-Exempt Employment Status: Regular, Full-Time Clearance Required: Public Trust General Summary: The Administrative Support II shall have knowledge and demonstrated experience in the administrative area. Additionally, the individual shall have demonstrated knowledge of Federal Government office policies, processes and procedures, and the ability to quickly grasp newly assigned processes and procedures, to include performing complex administrative, clerical and related duties in support of a specific Government team, event, or individual. Possesses strong written and oral communication skills, able to apply sound business judgment, and has the ability to be resourceful, creative, and a problem solver. The Administrative Support II shall have a thorough knowledge of correspondence protocol, to include both utilizing correspondence software tools, and hard copy correspondence packages. The individual shall be able to work independently in the absence of specific instructions on a number of tasks with a high degree of speed using organizational skills, and perform these duties with demonstrated ability to maintain effective relations with clients and staff (on-site and remote), exercise confidentiality, discretion, and demonstrate strong customer service skills. Office front desk support may also be required of the Administrative Support II. Additionally, is flexible in adapting to deadlines and changing priorities. Essential Duties and Responsibilities: Responsibilities of the Administrative Support II include: · Type correspondence, reports, records and technical papers. This may include tables, charts, graphs, and presentations as well as various government forms such as requisition forms; · Proofread outgoing correspondence to ensure proper format and conformance with procedural instructions, screen for grammar, spelling errors, punctuation and content. Determine that all necessary incoming and background material is attached to the file; · Reply to general inquiries that do not require technical knowledge of programs under the control of the requesting office. These replies may consist of letters of acknowledgement, acceptance of invitations and cancellations. Follow up on routine correspondence of a non-technical nature in the executive’s name or in his or her own name as secretary to the executive; · Search for, assemble, and summarize information from management systems, files and other documents as requested by the executive or office staff in order to reply to correspondence, prepare reports, briefing papers, etc.; · Arrange meetings and conferences to include the following: locating facilities, room reservations, scheduling, arranging call-in numbers and/or webinar registration details, notifying all participants, and assembling materials to be handed out at meetings and conferences, and/or distributing electronically for conference calls and webinars; · Assist in the preparation of agendas for meetings, contact attendees of meetings, prepare correspondence and minutes of meetings, and distribute these materials; · Make travel arrangements for personnel as requested. This may include hotel and rental car reservations, plane and train tickets, travel advances, travel authorization requests, travel vouchers, and itineraries; · Fleet Management - Performs, various responsibilities driving Government owned vehicle, submit periodic reports to GSA, coordination of services and purchases with GSA (GOVs Maintenance, licensing/registration, mileage reporting, fuel reports, E-85 special reporting); · Maintain assigned office calendars and schedules, appointments, and meetings based upon own initiative through personal knowledge of workload and current issues of importance. Remind assigned Government staff of appointments and brief them on matters to be considered before the scheduled meeting. On own initiative, reschedule staff appointments when their schedules change; and · Manage designated executive’s office files, which may involve establishing new files and disposing of outdated or otherwise unneeded records. Experience and Skills: Required Education/Experience: · Four years of experience performing office administration duties without day-to-day direction; · Accurate typing of at least 35 wpm; · Proficient in the use of current Microsoft products such as PowerPoint, Word, Excel, Outlook, Skype, Access, SQL, SharePoint, current web browsers (i.e. Internet Explorer, Edge, Google Chrome, etc.), Adobe Acrobat, and scheduling/navigating conference applications (i.e. Adobe Connect, PolyCom VTC), automated administrative tracking management systems (i.e. travel management, time and attendance), and other work-related data entry systems; · Highly proficient in grammar, spelling punctuation, and preparation of standard/ executive level office documents; · Familiarity with the Government Style Manual; and · Demonstrated experience c communicating with individuals at all levels, both orally and in writing. Preferred Education/Experience: High School Graduate or General Education Diploma (GED). Position: Administrative Support III FLSA Status: Non-Exempt Employment Status: Regular, Full-Time Clearance Required: Public Trust General Summary: The Administrative Support III shall have significant experience in the administrative area with a demonstrated knowledge of office policies, processes and procedures, and the ability to rapidly grasp newly assigned processes and procedures. This individual works well under pressure. The individual shall perform complex administrative, clerical and related duties in support of a specific Government team, event, or individual. Therefore, in addition to the significant experience, a strong administrative problem-solving skills background is essential to bring administrative issues/problems to resolution, as quickly as possible. This individual shall possess excellent written and oral communication skills, apply

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