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SMS Administrative Assistant
3 months ago
Administrative Asst IV
The Systems Management Services Administrative Assistant (SMSAA) is selected by and accountable to the Directorate Manager of Systems Management Services. The SMSAA is the Directorate’s senior administrative assistant and performs complex administrative and technical work in support of Directorate operations.
The SMSAA researches, composes, prepares and distributes directorate documents, correspondence, reports and forms. The SMSAA uses a personal computer and associated software to prepare, edit, and maintain correspondence, documents, records, databases, studies, reports and manuals; maintains available stock levels of printed forms; prepares and processes vouchers and requisitions to complete the purchase of supplies and equipment using the DDS Office Supply Ordering system and other associated software programs; and maintains time and leave accountability using PeopleSoft program. Provides assistance to the Director in compiling and analyzing data, making calculations and preparing reports for program planning, implementation and operations, Answers telephone, researches and responds to inquiries by providing information concerning administrative policy, procedures or regulations; develops and maintains directorate filing systems and oversee and maintain requisite administrative records; maintains directorate budget information and equipment inventories; Communicates, coordinates and interacts with DDS, HHS, SSA and the public or others regarding matters associated with the directorate’s functions and mission which may involve sensitive issues; coordinates meetings and conferences and finalizes travel arrangements; and provides directorate administrative backup. Provides guidance, direction and technical assistance to other directorate Administrative Assistants and coordinate administrative activities. The SMSAA works under limited supervision with considerable latitude for the use of initiative and independent judgment.
This position occasionally requires work during the weekends, holidays, and before or after normal business hours. DDS employees perform all business functions for SSA, using the federal SSA network and equipment. Homeland Security Presidential Directive (HSPD)-12 security clearance is required. Essential Job Functions:
Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.
Performs leave accounting and other administrative duties as required to accomplish DDS CAPPS work-around activities. Responds to inquiries and provides information regarding time and leave, FML, ESL, SLP and other categories of leave. Performs policy research on human resources related issues and provides information to Director and/or staff, as appropriate.
Establish standards for customer-focused communication and coordination within areas of responsibility and with all internal and external associates and customers.
Provides advance administrative assistance to the Director by researching, composing, reviewing, editing and distributing documents, correspondence, agendas, handouts, manuals and other memoranda; reviewing and proofreading correspondence routed to the Director for approval/signature; monitoring the Director’s calendar and compiling needed materials required for meetings to include working with other staff to develop required data; arranging and coordinating travel for the Director and prepares travel claims; assists in preparing complex reports; developing and updating Directorate administrative procedures; and performing research on technical and policy issues.
Develops administrative policies and procedures; develop and maintain record-keeping and filing systems; and manages the flow of information and administrative and technical documents. Routes items to appropriate staff and tracks responses to ensure deadlines are met. Coordinates administrative activities and provides guidance, direction and technical assistance to Unit Administrative Assistants. Researches, analyzes and responds to inquiries and provides training to staff on administrative regulations, policies and procedures. Coordinates administrative staff schedules to ensure adequate office and phone coverage is maintained.
Develops, updates and maintains tracking tools, spreadsheets, documents, databases, reports and manuals.
Assists in compiling and analyzing Directorate budget data, making calculations and preparing reports; coordinates requisitions and orders merchandise, supplies and equipment; manages receipt, storage and distribution of supplies and equipment; and maintains property and inventory control records.
Coordinates meetings, conferences and travel requirements, assists in developing meeting agendas and presentations and coordinates meeting locations.
Performs other duties as assigned such as participating on workgroups and performing special projects.
Knowledge Skills Abilities:
Knowledge of agency policies and administrative procedures related to office management, planning, fiscal methods and human resource administration.
Knowledge of modern office management practices and use of various types of office equipment.
Knowledge of personal computer applications to include Excel, Access, Word, Outlook and PowerPoint.
Skill in compiling and analyzing data and developing reports, statistical records and summaries.
Skill in applying business English, grammar, composition and punctuation.
Skill in maintaining and organizing large amounts of data with precision.
Skill in establishing and maintaining effective working relationships.
Skill in preparing, proofreading and editing correspondence, reports, studies, forms, documents and manuals.
Skill in managing, organizing and maintaining office files and records.
Skill in organizing, prioritizing and completing tasks, duties and other work assignments in a timely and independent manner.
Skill in communicating clearly and concisely, both verbally and in writing.
Skill in maintaining office budget and equipment control systems.
Ability to adapt to program changes, fluctuating workloads and special assignments.
Ability to use initiative and independent judgment.
Ability to implement new systems and procedures and evaluate their effectiveness.
Ability to interpret administrative policies, procedures and rules.
Ability to handle confidential and sensitive information with tact and discretion.
Ability to train and coordinate the work of others.
Ability to analyze and solve work problems and plan and handle advanced administrative issues.
Ability to plan, organize and coordinate meetings and transcribe meeting notes/minutes.
