Administrative_Assistant.docx

ADMINISTRATIVE ASSISTANT

RESPONSIBILITIES

Serve as the principal assistant to the Division Chief or equivalent in the Bureau of Overseas Buildings Operations, Office of Facility Management (OBO/FAC). This may include interpreting administrative policies; independently performing administrative functions that service a number of divisional requirements. Apply new policies, provide advice on requirements, maintains administrative systems and prepares administrative paperwork. In fulfilling these responsibilities, perform a wide variety of technical and administrative tasks and assignments. Ensure that the clerical and administrative portions of the Division's work are accomplished effectively in accordance with established procedures.

ESSENTIAL DUTIES

1. Reviews Division Chief’s incoming correspondence and forwards it with necessary information or instructions to the appropriate organizations for action. Composes correspondence for signature, refers other documents to appropriate staff for action, and follows-up on such material as may be necessary.

1. Reviews all outgoing correspondence for compliance with established policy and consistency with organizational procedures. As requested makes searches for information that is difficult to obtain, compiles data, and forwards information as appropriate. Instructs and assists staff members regarding correct procedures to follow in preparing correspondence.

1. Applies skill in the use of a variety of office automation software, develops a variety of documents in final form which are acceptable for publication. From rough drafts, hand-written notes, or oral instructions, types correspondence, forms, reports, and cables into final form. Ensures correct punctuation, capitalization, spelling, grammar, and conformance to Departmental style.

1. Receives calls, greets visitors, and directs to staff members only those contacts needing their attention or action. Makes available, background or informational material to which the Division Chief may wish to refer. Follows up on telephone conversations and takes appropriate steps to ensure that necessary action is initiated, and subsequently ensures that such action is completed as quickly as possible. Follows up and ensures outstanding issues are addressed.

1. Maintains calendar for the Chief, arranging and rescheduling appointments as required. Handles all requests for meetings, appointments and prepares or requests preparation of briefs indicating purpose of appointments and outlining background data. As appropriate, arranges for oral briefings by appropriate organizations and discusses the subject of meetings with invitees in order that they will be properly informed and supplied with necessary information. Makes all necessary arrangements for travel, arranging schedule of visits, making transportation and hotel reservations, notifying organizations and officials to be visited, keeping in touch with the Division Chief in route, writing follow-up correspondence after the return, and submitting travel vouchers and reports.

1. Plans and carries out the administrative work, handling problems and deviations in the assignment in accordance with established policies.

1. Performs other duties as assigned. Provides backup for the Office administrative staff in their absence.

1. Ensures that all documents are well-written, in proper format, timely, complete, and fully coordinates with other affected organizations. Oversees the preparation of meeting minutes, presentations and reporting documents; the compilation and proper filing of project documents; and the development and/or review planning documents.

EDUCATION & EXPERIENCE

a) High school diploma.

b) Two (2) years or more of relevant experience.

c) Knowledge of the substantive programs of the organization and of the goals, priorities, policies, and commitments to perform such tasks as assembling information to be used for reports or responses to inquiries, to compose correspondence not requiring a technical knowledge, and to maintain awareness of the administrative problems related to the office’s programs.

d) Skill in advising and instructing subordinate or related external organizational entities concerning the required reporting and general clerical and administrative procedures of the Office, is required.

e) Skill in using a variety of office automation software programs such as email, word processing, spreadsheet, and slide presentation (MS Office Suite).

f) Knowledge of grammar, spelling, punctuation, and required formats, is required.

g) Familiar with engineering and scientific terminology and capable of typing technical narratives and data.

CLEARANCE LEVEL: Clearance level will be identified in the task order request