DUTIES AND RESPONSIBILITIES for the Administrative Assistant III
a) Provides administrative support while working under tight deadlines. Receives schedules, refers, and contacts members of the staff, agency, and persons outside the agency ranging from other government agencies to the general public. Acts as liaison to other managers and staff within the organization and provides accurate advice on procedures, reports, requirements, and other matters necessary to implement the supervisor's policies, directives, and instructions. Informs them of the supervisor's views on current issues and programs. Performs work of a general office support nature that encompasses a variety of different duties and responsibilities such as filing, maintaining office supplies, ordering office supplies, monitor automation equipment; fax machine for faxes, copier machine function, copier usage etc. Inventories basic office supplies. Orders office supplies using GSD Tracker and GSA Advantage.
b) Maintains the Division management’s schedule(s). Maintains or certifies time and attendance records. Coordinates leave schedule for office personnel. Perform Time and Attendance functions. Monitors and reports time and attendance. Maintains time and attendance for commonly used pay plans and types of leave or limited special pay situations. Verifies the allow ability of the various hours charged on T&A reports, e.g., limited overtime, special pay, FLSA. Reviews T&A reports for appropriate signatures, initials, and documentation such as medical certificates for sick leave. Forwards all reports to the appropriate office for processing.
c) Performs work of a general clerical, secretarial, or office support nature and/or provides direct support of an administrative area or technical program. Prepares briefing materials. Processes incoming and outgoing materials such as correspondence, reports, memoranda, and other forms of written communication. Performs the following types of duties: edits letters, compose letters and reports, reviews correspondence for accuracy and completeness, prepares public presentation outlines, and develops standard or form letters and replies to inquiries.
d) Researches travel plans. Obtains choices of airline flights and hotels. Makes airline and hotel reservations when necessary. Creates travel authorizations and vouchers using E2 Solution for Government staff.
e) Coordinates seminars/conferences domestically and overseas for the assigned office. Coordinates events and scheduling with overseas posts. Coordinates administrative processes related to the operation of the assigned office. Coordinates arrangements for meetings and conferences.
DUTIES AND RESPONSIBILITIES for the Administrative Assistant III (continued)
f) Assists with answering telephone calls: Screens calls, takes messages, and directs calls to the appropriate office. Updates the office’s telephone tree as needed.
g) The contractor shall have a Bachelor’s degree.
h) Preferably 5+ years’ experience working in and administrative position.
i) Contractor must be professional and highly motivated.
j) Excellent organizational, communication and writing skills;
k) Strong analytical and reasoning skills;
l) Contractor must have excellent interpersonal skills in proactively addressing the needs of division clients.
m) Contractor must be proficient in the use of Microsoft Office programs, E2 Solution, GSD Tracker, and GSA Advantage.