Administrative Assistant
Washington, District of Columbia
Employer: Nana Regional Corporation
Industry: Office & Administrative Support
Salary: Competitive
Job type: Full-Time
OverviewTuvli, an Akima company, is hiring for an Administrative Assistant to support our DoS client located in Washington, DC.Responsibilities
- Receives incoming telephone calls and direct them to the appropriate staff members.
- Provides necessary background or informational material the principal may wish to refer. Arrange 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.
- The incumbent handles all requests for meetings and appointments and outlining background data.
- Arranges oral briefings by appropriate officers; and 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 issue 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.
- As requested, or on his/her own initiative, 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).
- Provides 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.
- 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.
Created: 2024-09-28
Reference: mZpStkMajJeO
Country: United States
State: District of Columbia
City: Washington
ZIP: 20010
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