Administrative Assistant

1 week ago

Silver Spring, United States IBSS Corporation Full time

**Job Title: Administrative Assistant**
**Location: Washington D.C./ Silver Spring, MD**
**Clearance Required: Public Trust
**Description (scope of work)**
IBSS is seeking a full-time Administrative Assistant to perform routine clerical and executive administrative functions such as drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files, and providing information to callers.

This role will focus on supporting the Inflation Reduction Act (IRA) and will be responsible for supporting the National Oceanic and Atmospheric Administration (NOAA) Office of the Under Secretary (UNSEC).

**Key Responsibilities**:

- Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
- Greet visitors and callers, handle their inquiries, and direct them to the appropriate persons according to their needs.
- Escort visitors to and from security checkpoints.
- Maintain scheduling and event calendars and coordinate with other NOAA Administrative Assistants to establish meetings.
- Arrange conferences, meetings, and travel reservations for office personnel.
- Schedule and confirm appointments for staff, and/or supervisors.
- Compose, type, and distribute meeting notes, routine correspondence, and reports.
- Conduct quality assurance daily, including checking for scheduling conflicts, ensuring travel has been scheduled, and verifying that recurring meetings are happening at the appropriate frequency.
- Coordinate with appropriate staff to ensure the daily production of the UNSEC Daybook, proactively coordinate the development of meeting materials, and verify that all materials are included and that the Daybook production is completed before the UNSEC leaves.
- Organize and maintain the electronic Daybook filing system to ensure meeting documentation is maintained and easy to search for future reference.
- Serve as the primary interface between the Executive Secretariat and the UNSEC office on controlled correspondence.
- Enter controlled correspondence into the NOAA tracking system.
- Work with the Senior Program Specialist to assign folders, follow the progress of controlled correspondence, and file copies of the final documents as appropriate.
- Ensure that incoming correspondence to the UNSEC is appropriately responded to and that both the incoming and response are filed in line with proper records management.
- Provide timely administrative support to the UNSEC and staff, including, printing, copying, and other support services.
- Open, read, route, and distribute incoming mail and other material, and prepare answers to routine letters.
- Complete forms in accordance with office procedures.
- Locate and attach appropriate files to incoming correspondence requiring replies.
- Set up and maintain paper and electronic filing systems for records, correspondence, and other material.
- Conduct searches to find needed information, using such sources as the Internet.
- Learn to operate new office technologies as they are developed and implemented.
- Operate electronic mail systems and coordinate the flow of information both internally and with other organizations.
- Review work done by others to check for correct spelling and grammar, ensure office format policies are followed, and recommend revisions.
- Order and dispense supplies.
- Expertly manage the full array of tools available in Google Suite (calendar, docs, sheets, slides, etc.).

**Required Skills /Education/ Certifications & Qualifications**:

- Must have a high school diploma with one (1) year of administrative experience at an office level is required
- Familiar with NOAA's accountable property process to assist the office property custodian in the annual inventory process
- Familiar with NOAA's travel authorization process to prepare domestic and international authorizations and vouchers and manage and track travel budgets.
- Knowledge of the protocol is required when interacting with diverse staff and high-level visitors in person, via telephone, and in a virtual work environment.
- Grammatically proficient written and oral communication skills
- Knowledge of how to use office equipment such as scanning machines, copiers, computers, and phone systems
- Proficient knowledge of Microsoft Office (Word, Excel, and PowerPoint)

**About IBSS Corp.**

Since 1992, IBSS, a woman-owned small business, has provided transformational consulting services to the Federal defense, civilian, and commercial sectors. Our services include cybersecurity and enterprise information technology, environmental science and engineering (including oceans, coasts, climate, and weather), and professional management services.

Our approach is to serve our employees by investing in their growth and development. As a result, our employees bring greater capabilities and provide an exceptional level of service to our clients. In addition to creating career development opportunities for our employees, IBSS i

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