Administrative Assistant

1 month ago

Cambridge, Massachusetts, United States Federal Emergency Management Agency Full time
What will I do in this position if hired?

In this position, you will serve as an Administrative Assistant for Region One in Cambridge, MA.

Typical assignments include:


Helping to ensure timely responses to all incoming inquiries from congressional offices, state and local governments, FEMA Headquarters/Action Offices, and external customers.

Receiving inquiries by telephone and in-person on a variety of issues and disposes of a variety of matters and questions of a substantive nature.

Monitoring telephone calls including coverage for the front office, as required.

Preparing administrative summaries of conversations and/or meeting notes, and recording action items to remind staff members of commitments as necessary until they have been met.

Receiving and reading incoming correspondence, reports, and other material directed to the office and Division, screens and withdraws items of personal handling, distributing the rest to staff, as appropriate, based on own judgment and knowledge of programs.

Keeping informed on the status of all action documents initiated or assigned to the office and, as necessary, follows up with the appropriate official to ensure reply or action by due dates.

Composing routine correspondence, reports, and other documents using Microsoft Word or similar programs.
Assisting with preparation of PowerPoint presentations in support of Division outreach efforts.

Reviewing all outgoing correspondence prepared for the signature of or requiring the concurrence of the Branch Chiefs and Division Director for proper references, format, accuracy, and grammatical usage.

Making travel arrangements for Division leadership and prepares travel requests and vouchers for submittal.

Performing timekeeper duties and responsibilities as required, completes daily attendance reports, and actively participates as a team member with other Administrative Assistants to support each other.

Serving as records-keeping representative for the Division.
Maintaining mandatory training log for Division and disseminates updates to Division staff on a routine basis.
Ordering and keeping track of supplies for the Division.
Assisting with annual Spend Plan creation and maintaining of budget throughout the year.
Performing other duties as assigned.

What else do I need to know?


At FEMA, our mission is to help people before, during and after disasters, and every employee at FEMA has a role in emergency management.

Every FEMA employee has regular and recurring emergency management responsibilities, though not every position requires routine deployment to disaster sites.

All positions are subject to recall around the clock for emergency management operations, which may require irregular work hours, work at locations other than the official duty station, and may include duties other than those specified in the employee's official position description.

Travel requirements in support of emergency operations may be extensive in nature (weeks to months), with little advance notice, and may require employees to relocate to emergency sites with physically austere and operationally challenging conditions.

This announcement is for a position as a CORE (Cadre of On-Call Response/Recovery Employee). CORE employees are full-time employees hired to directly support the response and recovery efforts related to disasters. Employees are hired under the Robert T.

Stafford Act and are excluded from the provisions of title 5, United States Code, governing jobs in the competitive service.

They can be hired under a streamlined process instead of a competitive process.

After three years of continuous service, Stafford Act employees may be granted competitive eligibility to apply for permanent full-time positions at FEMA.

This position will be hired into a temporary 2-year, excepted service appointment. Appointments may be renewed based on workload, funding, and supervisory approval.

FEMA is committed to ensuring that its workforce reflects the diversity of the nation.

At FEMA, our workforce includes the many identities, races, ethnicities, backgrounds, abilities, ages, cultures, and beliefs of the people we serve.

To learn about FEMA's ongoing diversity and inclusion efforts, reasonable accommodation process, and the FEMA Core Values, please visit

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