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Administrative Support Specialist

2 months ago

Lisle, Illinois, United States Quadrant Inc Full time

Job ID:
Administrative Assistant/ Secretary

REQUIREMENTS:
Public Trust Clearable
Proven experience as a Secretary/Administrative Assistant
Minimum of 4 years of experience in administrative or secretarial roles, including tasks such as drafting correspondence, scheduling meetings, and organizing travel arrangements.

Proficient in using various software applications (e.g., MS Word, MS Excel, MS Access, Outlook, SharePoint) to execute assigned tasks effectively.

Experience in managing travel logistics, including authorizations and expense reports, within designated timelines.
Prior experience in federal support roles is preferred.

RESPONSIBILITIES:
Prepare and organize materials required for meetings, correspondence, appointments, and telephone communications, while keeping relevant parties informed;
Review publications, regulations, and directives, taking necessary actions or referring to appropriate personnel;

Compile special reports, summaries, or responses to inquiries, selecting pertinent information from various sources such as reports, documents, and correspondence.

Work under general supervision;

Provide guidance to secretaries within and outside the assigned office regarding new procedures; request necessary information for periodic or special reports, conferences, and inquiries.

Handle routine telephone inquiries with standard responses; direct calls and visitors to the appropriate personnel. Manage incoming mail and ensure timely responses from staff; may send standardized correspondence;
Check materials prepared for approval for typographical accuracy and adherence to format;
Maintain regular internal reports, including time and leave records, office equipment inventories, correspondence tracking, and training schedules;
Procure supplies, printing, maintenance, or other available services. Draft correspondence and maintain organized office files.

Screen telephone calls, visitors, and incoming correspondence; respond personally to requests for information regarding office procedures; determine which requests should be addressed by others.

Schedule tentative appointments without prior approval and manage calendars. Organize meetings and conferences, gathering necessary background materials. May attend meetings to record and report on proceedings;
Review outgoing materials and correspondence for consistency and compliance with established procedures; ensure that necessary clearances are obtained when required;
Gather information from files or staff for routine inquiries on office programs or periodic reports. Refer non-routine requests to the appropriate personnel;
Clarify requirements regarding office procedures.
Coordinate NRC personnel and administrative forms for processing.
Quadrant Inc is an affirmative action/equal opportunity employer.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, status as a protected veteran, or status as an individual with a disability.