Administrative Assistant(Hybrid)

Description

• Stay connected! Log in daily to your JobAps Personal Status Board to track your status and check email (including spam/junk folders) for updates and tasks.
• operate office suite software;
• Takes notes and/or meeting minutes;
• Designs office filing systems;
• Maintains, updates and reviews references materials and manuals.
• Act as a key liaison and administrative troubleshooter, making decisions to ensure organizational success;
• Writes minutes of meetings, lectures, conferences, etc. from rough draft;
• Authorizes purchases and payments (within prescribed limits of authority);
• Provide high-level, essential support that is critical to the efficient operation of the department;
• Trains office support staff;
• Assists in interviewing and hiring office support staff;
• take notes (shorthand, speedwriting or other method acceptable to manager).
• Troubleshoots by relieving manager of as much administrative detail as possible;
• Researches, assembles and coordinates meeting materials (e.g., charts, graphs, reports);
• Develops office and/or department procedural manuals;
• Coordinates budget control and monitoring;
• Analyzes information and may make recommendations.
• Screens letters, memos, reports and other materials to determine action required;
• Be a core administrative partner within a comprehensive team;
• Researches and assembles information from a variety of sources and prepares statistical and/or narrative reports;
• Acts for and regularly makes decisions in manager's absence (within prescribed limits of authority).
• Using computers, tablets, and other electronic equipment, formats and types a full range of correspondence, reports, bills, drafts, etc. from rough draft, transcription, dictated notes, etc.;
• Arranges and coordinates meetings (including space and equipment);
• May make recommendations to supervisor.
• Prepares expense accounts;
• Makes travel arrangements.
• Work together in a collaborative environment by managing resources and processes.
• Organizes and maintains files (including confidential files);
• Make a significant difference in the public sector by contributing to the overall mission;
• Develops input and prepares documentation for office and/or department budget;
• Acts for manager by interpreting established policies and procedures, etc.;
• Composes complex letters and/or memoranda, etc. (e.g., explaining department practices and/or policies) for own or manager's signature.
• operate office equipment which includes computers, tablets, and other electronic equipment;
• May supervise office support staff.

Requirements

• Referral Questions: This posting may require completion of additional Referral Questions (RQs), which must be completed by the questionnaire’s expiration date. If requested, RQs can be accessed via an email sent to you after the job close date or by visiting your JobAps Personal Status Board (Certification Questionnaires section).
• Considerable knowledge of
• Ability to
• Experience managing sensitive or confidential information and collaborating effectively with various internal and external stakeholders.
• Experience proofreading and drafting professional letters, memorandums and correspondences.
• Experience using advanced features of Microsoft applications, including creating pivot tables or spreadsheets in Excel, designing presentations in PowerPoint and utilizing Outlook’s meeting and scheduling tools.
• interpersonal skills;
• Knowledge of business math;
• Experience with gathering and synthesizing data to produce reports, with experience supporting budget development processes.
• proper grammar, punctuation and spelling;
• Experience with maintaining, updating and reviewing references materials and manuals.
• Proofreads for content;
• Experience using cross-platform collaboration tools such as Teams, OneDrive and SharePoint.
• oral and written communication skills;
• Experience troubleshooting to relieve administrator of as much administrative detail as possible.
• Edits using knowledge of grammar, punctuation and spelling.
• Experience maintaining office filing systems and utilizing electronic databases.

Benefits

• Professional growth and development opportunities.
• Some telework opportunities and/or a flexible/alternative work schedule may be available.
• A healthy work/life balance to all employees.

Training + Development

Interview process

Visa Sponsorship

Security clearance