Administrative Assistant

OverviewTuvliWork Where it MattersTuvli, an Akima company, is not just another federal IT contractor. As an Alaska Native Corporation (ANC), our mission and purpose extend beyond our exciting federal projects as we support our shareholder communities in Alaska.At Tuvli, the work you do every day makes a difference in the lives of our 15,000 Iñupiat shareholders, a group of Alaska natives from one of the most remote and harshest environments in the United States.For our shareholders , Tuvli provides support and employment opportunities and contributes to the survival of a culture that has thrived above the Arctic Circle for more than 10,000 years.For our government customers , Tuvli ensures that solutions are strictly aligned with agency processes and desired program outcomes while delivering the best value for technology investments.As a Tuvli employee , you will be surrounded by a challenging, yet supportive work environment that is committed to innovation and diversity, two of our most important values. You will also have access to our comprehensive benefits and competitive pay in addition to growth opportunities and excellent retirement options.Job SummaryTuvli, an Akima company, is hiring for an Administrative Assistant to support our DoS client located in Washington, DC. To join our team of outstanding professionals, apply today!Responsibilities

• Provides the Bureau of Western Hemisphere Affairs (WHA) Administrative (rover) support to the Front Office and respective offices throughout the Bureau.
• Supports to the Assistant Secretary or Deputy Assistant Secretary(s), or program offices within the Bureau.
• Provides the same administrative services if required to switch or support multiple offices.
• May be required to remain after hours to support Principals or office needs.
• Receives incoming telephone calls and directs them to the appropriate staff members.
• Provides necessary background or informational material the principal may wish to refer.
• Arranges for coverage to receive calls in his/her absence.
• Maintains the schedule for Principals through arranging, referring to other officials, or rescheduling appointments as necessary.
• Handles all requests for meetings and appointments and outlining background data.
• Arranges oral briefings by appropriate officers
• Discusses with officials invited to meetings the subject of the meetings so both parties are properly informed and provided with the necessary information.
• Arranges meetings and manage calendars for Principals, employees within the offices to include desk officers and interns, through Microsoft Outlook calendaring or Microsoft Teams.
• Tracks and makes various social arrangements and obligations for office.
• Monitors uncleared staff in the suite within line of sight in compliance with Department policy and Diplomatic Security requirements.
• Facilitates pre-clearance for outside visitors and escorts through Diplomatic Security's Visit Access Control System Domestic (VACS-D).
• Assists with escorting visitors from the Department's visitor center to respective offices.
• Coordinates and prepares briefing materials and issues papers for offices.
• Reviews all incoming correspondence and forwards it with necessary information or instructions to the appropriate offices for action.
• Composes replies for his/her own signature when appropriate.
• Exercises judgment in presenting material to Principal that he/she has special interest or which for reasons of special confidential consideration is not reviewed by any member of the immediate staff.
• Processes/reviews all incoming and outgoing letters, memoranda, and related correspondence.
• Prepares reports, memos, and other forms of written communication.
• Composes and edits letters, reports, and general office memos for publication/distribution on behalf of Principal, ensuring that all conform to style and format guidelines established by the Department through One Paper/Drafters Corner.
• Makes careful and exhaustive searches for information difficult to obtain, such as utilizing the Department's intranet, Diplopedia and SharePoint.
• Compiles data and makes preliminary analyses.
• Makes and transcribes notes taken during meetings as required.
• Updates program office SharePoint Bureau page, office directory's, organizational directories and internal staffing patterns as needed.
• Coordinates with the Domestic Management Services Office within WHA to prepare work orders for services/office supplies as needed through the Bureaus internal work order system.
• In the absence of the principal, maintains a file of correspondence and events of which he/she should know about and upon their return and bring such matters to their attention.
• Prepares documents and memos to request diplomatic passports for staff members.
• Obtains Visas for travelers in a timely manner, either through the Passport Office or local embassies.
• Travels to local embassies and consulates when needed to pick up Visas.
• Manages travel arrangements for office employees for domestic and overseas trips through the Departments E2 Solutions.
• Arrangements include the scheduling of appointments, security travel and hotel reservations, passports, visas as necessary.
• Upon return, prepares vouchers.
• Drafts/prepares travel authorizations on behalf of government supervisor or staff member who is traveling.
• Prepares travel authorizations for staff member as requested based on information provided by traveler.
• Prepares trip itinerary, obtains travel expenses estimates (MI & E costs, taxi, hotel costs etc.; prepares travel authorization requests.
• Upon completion of trip assists traveler in preparing electronic travel voucher.
• Follows up with traveler to ensure all expense documents have been submitted and on time (i.e., within 7-14 days).
• Manages time and attendance for respective offices into the Departments electronic filing system (WEB TATEL). Provide certification reports to Director and/or responsible officer.
• Will be required to cover for other offices as needed.
• Provides logistical support, as needed for conferences, meetings, and for office.
• Members transferring in and out of the bureau.
• Reserves meeting rooms through the Departments Reserve! T, and other platforms established in the Department.
• Independently tracks and follows-up on all requests until goals are completed.
• Notifies government manager of any problems that may arise in a timely manner.
• Serves as a proxy in the Global Employee Management System (GEMS).
• Transcribes in (GEMS) performance appraisals for Foreign Service and Civil Servants as given and directed by Government manager.
• Retrieves respective offices mail from the Executive Office (3262) or the mailroom in HST B524 on a weekly basis.
• Serves as the records liaison for the office and make recommendations for maintaining archives according to the Records Disposition Schedule (RDS).
• Coordinates with the Bureau Records Coordinator on the file retirements that comply with the RDS.
• Attends allowable training in records management and provides updates to the office.

Qualifications

• Two-year or four-year degree from an accredited college or university, or minimum of 5 years of relevant work experience.
• Excellent communication skills.
• Fluent in Spanish, Portuguese, or French.
• Must display excellent writing skills (provide writing sample to COR).
• Proficient in Microsoft Office Suite software (Outlook, Word, Excel-, Teams, 365 etc.).
• Able to use MS word to edit text documents and create templates; capable in utilizing spreadsheets and formulas in Excel.
• Excellent skills in written English and comprehension.
• Must be proactive and work independently.
• Must follow-up on requests in a timely manner.
• Demonstrate experience supporting multiple clients in a fast-paced environment.
• Must be easily adaptable to change.
• Active Secret Clearance.

Posted Salary Range39.29 - 44.29Benefits InformationSCA - The company offers a comprehensive benefits program, including medical, dental, vision, life insurance, 401(k) and a range of other voluntary benefits. Vacation, holiday and sick Leave offered will be as defined under the DOL's Wage Determination.We are an equal opportunity employer and comply with all applicable federal, state, and local fair employment practices laws. All applicants will receive consideration for employment, without regard to race, color, religion, creed, national origin, gender or gender-identity, age, marital status, sexual orientation, veteran status, disability, pregnancy or parental status, or any other basis prohibited by law. If you are an individual with a disability, or have known limitations related to pregnancy, childbirth, or related medical conditions, and would like to request a reasonable accommodation for any part of the employment process, please contact us at job-assist@akima.com or 571-353-7053 (information about job applications status is not available at this contact information).Job: Office & Administrative SupportTravel: Yes, 25% of the timeOrganization: TuvliClearance: SECRETWork Type: On-SiteRemote: NoReqID: 2024-12843