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Administrative Assistant

4 months ago

Fort Belvoir, United States Fort Belvoir, VA 22060, USA Full time

**QUALIFICATIONS**
- Minimum of three (3) years related experience in Executive Level Administration
- Outstanding organizational and communication skills (written and orally)
- Excellent writing, spelling, grammar, proofreading, editing, typing skills
- Computer savvy with exceptional MS Office skills to include MS Word, Access, Excel & PowerPoint, and SharePoint
- Close attention to detail
- A self-motivated, responsible, responsive individual who is a self-starter as well as a team player
- High dependability to include excellent attendance and outstanding punctuality

**KEY KNOWLEDGE AND SKILLS**
- The following knowledge and skills are not all-inclusive but are indicative of the requirements that contractor personnel shall possess as part of this contract:

- Contractor personnel shall have experience and expertise that demonstrate in-depth knowledge and background in providing professional and administrative support services in a DOD environment.
- Possess the ability to correspond and edit documents
- Have excellent communication skills in English (verbal, written, and computer)
- Have the ability to plan, organize and execute assignments effectively
- Have the ability to complete tasks promptly and with mínimal oversight
- Have extensive knowledge of technical editing and analysis techniques
- Have experience producing executive-level briefings and presentations
- Exhibit accepted customer service practices and professional acumen in response to daily tasks, suspense's, and requests for information
- Additionally, possess the ability to perform the tasks related to correspondence and editing of documents below.
- Knowledge and use of current Microsoft Office productivity software (Word, Excel, Access, PowerPoint, and Outlook) to prepare documents, listings, tables, briefings, and worksheets
- Assist in the writing/editing/maintenance of various documents to include Standard Operating Procedures (SOP's) as well as notices and instructions
- Review and finalize papers, research reports, correspondence, records, and forms, ensuring accuracy, completeness, and compliance to agency policies and procedures
- Draft, review, edit, correct, and finalize all types of correspondence and documentation, including letters, memorandum, presentations, studies, assessments, and reports for release or signature.
- Provide distribution and maintain a transmittal tracking system for all correspondence
- Format edits ensure that each briefing/presentation conforms to DOD and Client policy in presentations, content, and legal requirements.
- Possess the ability to post/remove documents from SharePoint sites and update information on SharePoint sites.
- Possess knowledge of the Enterprise Information Systems (EIS) to execute, track, and close department EIS taskers.
- Knowledge of Records Management required to maintain and execute Records Management File Plans.
- Awareness of the Defense Travel System (DTS) to ensure Department Head travel orders are processed and tracked as required.

**Key Responsibilities**

Travel Requirements Development
- Gathers travel requirements from Office personnel to schedule and prepare official government travel orders as needed.
- Supports the execution of travel itineraries (e.g., travel reservations, travel vouchers, and reports) as needed in support of the traveler

Office Administration
- Maintain a professional office environment that is open and welcoming to staff and visitors (e.g., organized, free of clutter, well lit)
- Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies, and placing and expediting orders for supplies
- Coordinates new employee computer and phone requirements
- Maintain electronic and hard copy filing system
- Coordinates office moves, including phone and LAN line moves
- Serves as the point of contact for office equipment repair, including printers and copiers

Correspondence, Reports, and Presentations
- Expertly drafts and routes non-technical executive correspondence.

Training Compliance Tracking
- Oversees compliance for employee training requirements

Office Schedule Management
- Assists in Performance Appraisal scheduling

Communications
- Interfaces professionally and effectively with external customers and contractors
- Manages conference room scheduling and setup
- Answer Office management phone calls when Office management is not available, take a message and convey call information to the appropriate.

Visitor Badge Processing
- Serves as backup for visitor/contractor badges and access control for Office including badge processing for visitors

**ADDITIONAL QUALIFICATIONS**
- This position includes meeting deadlines, utilizing superior multitasking skills in an operations environment, communicating in a professional and diplomatic demeanor, working non-standard work hours driven by mission support schedules, and providing time-critical and extremely accurate follow-up to all customers and managem