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Administrative Assistant Level Ii

2 months ago

Philadelphia, United States CGI Group, Inc. Full time

Administrative Assistant Level II

Position Description

At the direction of the Government Director, perform a variety of administrative and secretarial functions for the Government Management Staff and Contract Management staff. Maintain all office functions associated with meeting the needs of the front office including incoming calls, correspondence and faxes. Due to the nature of the government contract requirements and/or clearance requirements, U.S. Citizenship is required.

Your future duties and responsibilities

Under the guidance of the onsite Government management team, the Administrative Assistant Level II serves as a clerical expert in independently processing the most complicated types of office actions. As needed by the Government, Administrative Assistant Level II's may be required to temporarily support other locations within a 30-mile radius of their assigned permanent location. The Administrative Assistant Level II may be asked to evaluate and consolidate information from various sources under short deadlines, such as internal or external survey information, reporting on statistics (retention, staffing, Passport processing, etc.). The Administrative Assistant Level II may provide guidance to lower level Administrative Assistants, including training and checking work. Guidance is provided as needed; however, this person is expected to work independently in delivering tasks and reports as required by the Government management onsite. Completed written work receives close technical review from high-level Government employees. The Administrative Assistant Level II will also perform all duties and tasks assigned to Administrative Assistant Level I. In this position, one will also perform tasks beyond routine clerical such as:

- Assist with new hire orientation for Government employees.
- Assist with travel arrangements using online Travel Manager System (E2). Coordinate logistics for Government travel: book tickets, hotels, rental vehicles, estimate per diem, and voucher travel upon return.
- Provide input into the Management Information System (MIS).
- With Government provided input, use MIS to report current and future Agency/Center activities (i.e. achievements, ceremonies, outreach, and other events) to PPT HQ.
- Track and report official time and attendance records for all federal employees within the office through Time and Attendance Electronic System (TATEL).
- Track and verify Government employees' award/recognition payments, transit reimbursements. Respond to routine questions on policy and procedures, and/or provide reports, such as Contractor employee turnover or time and attendance.
- Process employees for ID and Access badges through the Government enrollment system, PIN resets and unlock
- Utilize Federal personnel rules and regulations including the Foreign Affairs Manual Volume III (FAM-Personnel)

Required qualifications to be successful in this role

EDUCATION/EXPERIENCE:

- High school diploma (2 year college degree preferred), and;
- Four (4) years of experience as an Administrative Assistant in an office environment, including;
- Two (2) year of experience supporting at an executive level, including;
- Five (5) years of experience utilizing a variety of office software, specifically: Microsoft (MS) Word, MS Excel, MS Power Point, MS Publisher, MS Excel, and MS Outlook, including;
- Demonstrated experience with document management, preferably for a legal department of other office, and;
- Demonstrated ability to prioritize and organize simultaneous work flow duties.

OTHER QUALIFICATIONS:

- Types 50 words per minute (WPM) with no errors
- Ability to adapt to changes in procedures and assignments.
- Ability to establish working relationships at all organizational levels.
- Strong organizational skills, time management, and attention to detail.
- Can simultaneously manage and maintain multiple MS Outlook calendars for personnel, leave, training and/or conference rooms.
- Excellent written and oral communication skills to draft memoranda and reports.
- Demonstrated capability to analyze facts, evaluate information, and draw conclusions.
- Ability to adapt to changes I procedures and assignment.
- Ability to establish working relationships at all organizational level
- Have expert knowledge and understanding of federal personnel rules and regulations including the Foreign Affairs Manual Volume III (FAM-Personnel).
- Ability to accurately manage tasks and assignments.
- Ability to disseminate information and/or requests to all office personnel and compile responses

CGIFederalJob

PassportUS

Hourly Rate: $36.17/hour

CGI is required by law in some jurisdictions to include a reasonable estimate of the compensation range for this role. The determination of this range includes various factors including but not limited to: skill set level; experience and training; and licensure and certifications. Compensation decisions are dependent on the facts and circumstances of each case.