Req ID: 305073

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We are currently seeking a Administrative Assistant (Senior) to join our team in Washington, District of Columbia (US-DC), United States (US).

A Program/Administrative Support staff member within the Infrastructure Support Unit at the government client. As such, this individual analyzes management, business, project and technical issues related to security, supply, facilities, space, and property program administration and information systems.

General Administrative, Research/Analysis, and Report Responsibilities:

• Drafts correspondence (e.g., memos, e-mails, manuals, brochures, flyers, forms, using various programs/software, etc.); ensures proper grammar and adherence to style requirements. Routes correspondence to the proper individual or responds directly, as assigned, and files copies in accordance with established procedures.
• Maintains a record of action documents and ensures timely action and progress. Notifies pertinent staff when items are delayed. Organizes and files all documentation, memoranda, and other pertinent information, as directed by office management and staff. Maintains Program Support-Infrastructure Support Unit (ISU) and OFC calendars.
• Maintains, gathers, updates, and compiles records of organizational and workflow charts.
• May travel within the National Capital Region to provide support services for the OFC. Assists with coordinating or executing the sorting, delivering, and preparation of packages and mail as needed. May utilize official government vehicles for mail pickups and deliveries to local DOJ mail centers and/or government facilities as needed (must maintain a valid U.S. driver's license).
• Schedules meetings, prepares agendas, notifies participants, and arranges luncheons and similar events. Schedules and arranges to receive and escort various visitors, including, but not limited to, vendors, maintenance workers, and others, in government spaces.
• Assists with orientation of employees.
• Assists the client with the following functions:
  • Coordinates meetings, briefings, training and other events;
  • Secures conference room reservations;
  • Enters reservations to show on conference room monitors;
  • Prepares Security and PIV card-related requirements including the preparation of security memoranda, OBD 232's and sub-agency transfer forms;
  • Creates and maintains spreadsheets and documents for tracking/auditing purposes (requires proficiency with full range of Microsoft Office applications)
  • Maintains records, related to various administrative requirements
  • Attends meetings and briefings related to various administrative requirements and prepares detailed summaries for OFC supervisors.
• Takes action, as directed by the supervisor, on tasks and assignments. Obtains clarification of instructions from originating offices or appropriate focal points. Brings significant items in reports, files, and correspondence to the supervisor's attention.
• Performs additional program administration tasks as required or requested.

• Security Management:
  • Assists with the PIV card management program at the client;
  • Performs sponsorship actions in USAccess and prepares required forms for PIV card requests and updates;
  • May provide Personnel Security support as needed;
  • Assists with in-processing/out-processing requirements; and
  • Assists the security staff as needed.
• Supply Administration:
  • Assists in the purchase of office supplies, furniture, and equipment;
  • Assists with setting up office space for new employees, including assignment and issuance of computers, telephones, cell phones, and office furniture;
  • Assists in requesting and scheduling repairs of fax machines, copiers, and other office equipment; and
  • Assists with the maintenance and organization of supply room(s), the maintenance and inventory of office supplies used in the operation of the office, and the preparation of supply requisitions and special requests as needed.
• Facilities, Space, and Property Management Support:
  • Supports the Program Support Specialist government lead responsible for facility and office support requirements;
  • Provides administrative support in coordination of office moves, office construction, repairs or upgrades, and other facility improvements, and works with other offices to arrange and coordinate such activities;
  • Assists with client-managed equipment at the client site and property management, including maintenance and control of property records, accountable property inventories, equipment maintenance, and identification and disposition of excess and real property;
  • Assists in periodic surveys of equipment and property use, recommending action to ensure economical and efficient use of equipment and other property;
  • Assists administrative staff with planning, coordinating, scheduling, escorting, managing, and inspecting special projects related to custodial and maintenance work; and
  • Assists with the submission of facility-related work orders and monitors the status of all such requests.

• Minimum 4 years of experience performing administrative support duties, to including maintaining office supplies and equipment inventories, and supporting travel of federal employees.
• Secret clearance required.
• Bachelors Degree
  • Education Equivalency: 8 years of experience will substitute for degree.

• Ability to type more than 40 words per minute
• Ability to utilize a computer for purposes of drafting and editing correspondence
• Ability to develop, process, store, retrieve, handle, and dispose of official documents
• Is familiar with Federal Travel Regulations, 41 CFR 300-304
• Ability to deal effectively with individuals at all organizational levels