Administrative Assistant

1 month ago

Arlington, United States Global Language Center Full time

**Global Language Center (GLC) has been working with the State Department for the last 13 years providing foreign language training for new and continuing Foreign Service Officers, Diplomats and Ambassadors.**

**Duties include or are comparable to**:

- Carries out recurring office procedures independently and selects the guideline or reference that fits the specific case
- Receives specific instructions on new assignments and completed work is checked for accuracy
- Responds to routine inquiries that have standard answers; refers inquiries and visitors to appropriate staff
- Screens telephone calls, visitors, and incoming correspondence.
- Personally responds to requests for information concerning office procedures
- Determines which requests should be handled by the GTM, appropriate staff member, or other offices; prepares and signs routine non-technical correspondence in own or supervisor's name
- Maintains calendars, makes appointments, schedules tentative appointments without prior clearance
- Arranges conferences and meetings and assembles established background materials as directed
- Attends meetings, records and reports on the proceedings
- Reviews materials prepared for approval for typographical accuracy and proper format
- Reviews outgoing materials and correspondence for internal consistency and conformance with GTM's procedures; ensures proper clearances have been obtained, when needed
- Maintains recurring internal reports, such as time and leave records, office equipment listings, correspondence controls, and training plans
- Collects information from the files or staff for routine inquiries on office program(s) or periodic reports and refers non
- routine requests to supervisor or staff
- Requisitions supplies, printing, maintenance or other services; types, takes and transcribes dictation; creates and maintains office files
- Reserves and prepares classrooms, organizes and edits training materials, submits service requests, assists in basic logístical arrangements for meetings, conferences, and training including utilizing on-line video conferencing platforms (MS Teams, Webex, Google Meet, Zoom for Government, etc.), performs data entry on course registration/enrollment, runs reports, and provides general administrative support to students, instructors, and guest speakers
- May coordinate refreshments within a training setting, including, but not limited to, ordering, set up, and clean up, under the GTM’s direction, and within FSI regulations.
- May draft template memos to the Passport Special Issuance Agency (SIA) requesting passports and visas for official travel for staff. Delivers, tracks status of, and retrieves passport and visa requests from SIA, using Government provided shuttle buses.
- Composes non-standard correspondence on administrative, procedural and policy matters for GTM’s approval
- Processes routine and non-routine training requests for individuals and groups following and interpreting SOPs and established policies
- Maintains records and files in accordance to established timelines, policies and procedures
- Anticipates and prepares materials as needed for conferences, correspondence, appointments, meetings, telephone calls, etc., and informs GTM on matters to be considered
- Reads and interprets publications, procedures, regulations, and directives; acts on, or escalates matters of importance; makes recommendations for process improvements and updates
- Reviews, drafts, and edits technical and non-technical documents, reports, summaries, or replies to inquiries, selecting relevant information from a variety of sources
- Administrative support to government staff with office management responsibilities to include budgeting, personnel records, payroll and timekeeping, contracting, and evaluation

**Required Qualifications**:
**High School Diploma** ; Bachelor’s degree a plus and (2) years of experience working in an office environment.

Pay: $20.19 - $38.21 per hour

**Benefits**:

- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance

Schedule:

- Monday to Friday

Ability to Relocate:

- Arlington, VA 22204: Relocate before starting work (required)

Work Location: Hybrid remote in Arlington, VA 22204

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