Administrative Assistant

4 weeks ago

Asheville, United States Innovative Consulting & Management Services Full time
Job DescriptionJob DescriptionDescription:

ICMS is seeking a Administrative Assistant to support our program to our contract in Asheville, NC. The right candidate will

provide administrative support to ensure efficient operation of office. Answers phone calls, schedules meetings and supports visitors. Carries out administrative duties such as filing, typing, copying, binding, scanning and general office work as assigned. Candidate will exhibit polite and professional communication via phone, e-mail, and mail.


Requirements

  • Maintain confidentiality in all aspects of staff and agency information.
  • Provide overall administrative office support, including but not limited to clerical duties, answering phones, greeting visitors, monitoring email, maintaining calendars and acting as a resource for administrative procedures.
  • Populate, as directed, and review forms and documents for accuracy, completeness, and quality, and raise content concerns to appropriate managers and subject matter experts as appropriate.
  • Assist with time and attendance recordkeeping.
  • Collaborate with other administrative assistants across the organization and participate in efforts to coordinate administrative functions.
  • Coordinate logistics in the preparation and hosting of large group meetings, workshops, conference, and events. This includes, but is not limited to registration, meeting room set-up, materials preparation, and related exigencies.
  • Participate in administrative projects.
  • Assist with maintaining Federal personnel files, and in-processing and out processing of staff (Federal and affiliate).
  • Assist with site safety inspections and reporting.
  • Assist with shipping and receiving.
  • Assist with coordinating facility maintenance.
  • Maintain tracking logs for deliveries, visitors, and distribution of room keys.
  • Coordinate office space assignments for new/current staff.
  • Assist with obtaining new phone numbers or switching numbers.
  • Coordinate ordering of office supplies and maintaining office supply inventory.
  • Suggest improvements for administrative practices.
  • Monitor e-mail for key issues, actions, follow-ups, milestones, meetings & events. Provide input to prioritize activities for senior staff.
  • Helps with security badge initiation and renewals.
  • Initiate purchase requests and document review requests using the appropriate DOC, NOAA, NESDIS or NCEI online system. Track the requests to completion.
  • Support leadership activities by tracking management-identified issues and compiling documents for review and signature.
  • Prioritize, per federal direction, incoming and outgoing communications (i.e. electronic mail and general correspondence), and calendar appointments and events for senior management staff.
  • Initiate, assign, track, and respond to administrative actions originating from both internal and external stakeholders, and maintain all supporting documentation for future access.
  • Support reviews of program functions.
  • Support the analysis of business procedures.



Requirements:

Minimum Requirements:

  • Prefer 4-year college degree. 3 years’ experience.
  • Working knowledge of MS Office; Excel, PowerPoint, word, google docs.
  • Excellent written and verbal communications skills.
  • Prior experience with a travel agency or travel experience would be a plus.
  • U.S. Citizenship and ability to pass a Background Investigation.


ICMS offers a competitive salary and comprehensive benefits package, including medical, dental, life, disability, 401k, and paid time off.

ICMS is an EEO/AA/Disability/Vets Employer

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