Position Description.doc

Administrative Support HQ HSHQDC-12-R-00002

Administrative Support HQ HSHQDC-12-R-00002

Federal Protective Service

Project Management Division FPS Administrative Support

Position Descriptions Prepared for:

Ms. Sandra Scott, PMP

Division Director

Project Management Division

Federal Protective Service

National Protection and Programs Directorate May 25, 2012 800 North Capitol Street NW

Suite 500

Washington DC 20536

Version I.IV Position Descriptions I. Project Manager (Key Personnel) Description:

The Project Manager shall be responsible for ensuring conformity to contractual obligations as well as establishing and maintaining administrative and financial reports to show progress on projects. The Project Manager shall also be responsible for performing day-to-day management of overall contract support operations and act as a liaison between the Federal personnel and contractor employees. The Project Manager certification IS REQUIRED for this position.

Additional Duties Include:

· Oversee the preparation, editing and assembling of reports required for meetings and presentations

· Work effectively with other branches and divisions within FPS to accomplish tasks

· Provide assistance, as needed, with special projects

· Obtain necessary information from appropriate source(s) to complete assigned tasks and share information with others as needed

· Work with the FPS Executive and Division staff to plan, control and monitor all relevant program objectives, activities and initiatives

· Oversee and monitor timecard validation process for all administrative staff

· Manage and direct the assigned project resources to best meet project objectives

· Work with team members and FPS employees to ensure that all deliverables are distributed in a timely manner and ensure that all issues are addressed

· Develop and edit regularly scheduled status reports, as requested by FPS

· Travel to regional offices and other FPS locations as necessary to monitor performance of contractor personnel

· Other ad hoc assignments, as determined

Educational Requirements:

· Bachelor’s degree in one of the following disciplines: Accounting, Finance, Management, Business, Computer Science, Management Information Systems, Engineering, or Mathematics

· A minimum of eight (8) years of total experience with at least six (6) in a supervisory role.

· A professional certification in Program or Project Management is desired Experience:

The Project Manager shall possess the following:

· Ability to communicate effectively, both orally and in writing

· Ability to conduct detailed research and analysis of technical and cost data

· Ability to read and interpret management policy, regulations and directives

· Proficiency in Microsoft Office Suite including MS Word, Access, Excel and PowerPoint

· The ability to work effectively within a group or independently

· Advanced organizational and leadership skills

· The ability to effectively manage several projects simultaneously II. Executive Assistant Description:

Each executive assistant shall be responsible for providing administrative support services as defined within the SOW and providing guidance and program support within a variety of administrative, analytical and financial related functions. Executive assistants are expected to provide recommendations for improvements in administrative processes, data compilations and administrative financial tasks.

Additional Duties Include:

· Assist in the preparation of presentation materials

· Provide general office and research, administrative and clerical support, word processing, document preparation/management, and file maintenance as required by FPS

· Maintain activity calendars and schedule corresponding meetings, conference rooms and conferences as necessary

· Maintain confidentiality of information

· Cancel and/ or reschedule commitments as required by higher priority demands or special commitments

· Assist in preparation, editing and execution of written correspondence with varying levels of complexity

· Prepare, edit and assemble reports required for meetings and presentations

· Work effectively with personnel from other branches and divisions within FPS accomplish tasks

· Track documents through various approval processes within the agency as each relates to its respective policies, priorities, practices and procedures

· Process travel arrangements using “Fed Traveler” for executive staff

· Order, distribute, and maintain office supplies and equipment

· Coordinate with IT staff to provide support services for printers, copiers, scanners and fax machines as required

· Interact with members of the staff and individuals internal and external to the agency ranging from agency directors to the general public

· Answer incoming phone calls, receive packages, greet and direct visitors to the agency to appropriate points of contact.

· Attend meetings as directed by the FPS executive staff

· Prepare meeting minutes and disseminate to key personnel within FPS

· Complete other ad hoc assignments, as determined Educational Requirements:

· Bachelor’s degree desired but not required

· At least 24 semester (credit) hours in one of the following disciplines: Accounting, Finance, Management, Business, Computer Science, Management Information Systems, Engineering, or Mathematics

· A professional certification in Program or Project Management is desired Experience:

Executive Assistants shall possess the following:

· Ability to communicate effectively, both orally and in writing

· Ability to perform multiple tasks and prioritize responsibilities in a dynamic, fast paced working environment

· Ability to read and interpret management policy, regulations and directives

· Proficiency in Microsoft Office Products including MS Word, Access, Excel and PowerPoint

· Intermediate organizational and leadership skills

· Ability to work effectively within a group or independently

· Functional knowledge of contemporary office machines (i.e. photocopier, facsimile machine and scanner)

· Ability to quickly acquire familiarity with DHS policies and regulations

· At least five (5) years of experience acting in an executive administrative assistant role

· At least two (2) of the five (5) years of experience in support of a Federal government client

III. Receptionist/Administrative Assistant I Description:

The Receptionist/Administrative Assistant I shall be responsible for conducting administrative and clerical support activities as described in the SOW. Key responsibilities include: Composing routine correspondence, filing, and assisting with routine administrative operations.

Additional Duties Include:

· Answering and directing incoming phone calls to appropriate personnel

· Greet visitors upon entry to FPS facilities, maintain entry/exit logs as applicable, establish the purpose of each visit and assist in the facilitation of meetings

· Provide assistance to Administrative and Executive support staff as needed.

· Receive and distribute all incoming mail, packages, and faxes.

· Update, maintain, and distribute FPS regional and internal phone directories.

· Work effectively with other branches and divisions within the organization to accomplish tasks

· Provide assistance, as needed, with special projects

· Obtain necessary information from appropriate source(s) to complete assigned tasks and share information with others as needed

· Compose routine correspondence, file and assist with other ad hoc assignments, as determined

· Maintain confidentiality of information

· Coordinate IT, printer, photocopier, scanner, and facsimile technical support and arrange repairs in accordance with FPS policy as needed

· Complete other ad hoc assignments, as determined Educational Requirements:

· High School Diploma is required Experience:

The Contractor personnel shall possess the following:

· Ability to communicate effectively, both orally and in writing

· Proficiency in Microsoft Office Products including MS Word, Access, Excel and PowerPoint

· Proficient organizational skills

· Ability to work effectively within a group or independently

· Functional knowledge of contemporary office machines (i.e. photocopier, facsimile machine and scanner)

· Ability to quickly acquire familiarity with DHS policies and regulations

· One (1) year of clerical/administrative support experience is desired but not required IV. Administrative Assistant II Description:

Each Administrative Assistant II shall be responsible for providing general office and research, administrative and clerical support, word processing document preparation/management and file maintenance as required by FPS. Key responsibilities include: Composing routine correspondence, compiling statistical and budget information, and communicating with all levels of company personnel to gather and convey information.

Additional Duties Include:

· Serve as the first point of contact for employees and visitors within their respective assigned FPS divisions

· Provide support functions such as tracking service work authorizations and funding requisitions, tracking cost estimates, finalizing security reports of assessments and evaluations, processing invoices, reviewing duty logs, performing data entry tasks, administering training records, management plans and post orders, and processing and tracking contract documents.

· Maintain confidentiality of information

· Assist the Federal personnel in the preparation, execution, and submission of standard correspondence meeting agency format guidelines and standards

· Prepare, edit and assemble reports required for meetings and presentations

· Work effectively with personnel from other branches and divisions within FPS to accomplish tasks

· Provide assistance, as needed, with special projects

· Answer incoming phone calls, receive packages, greet and direct visitors to the agency to appropriate points of contact.

· Obtain necessary information from appropriate source(s) to complete assigned tasks and share information with others as needed

· Provide phone support for incoming and outgoing calls

· Schedule meetings, arrange travel, and reserve conference rooms as necessary

· Prepare and track documents through various approval processes including procurement, acquisitions and policy approval

· Coordinate IT, printer, photocopier, scanner, and facsimile technical support and arrange repairs in accordance with FPS policy as needed

· Other ad hoc assignments, as determined Educational Requirements:

· High School Diploma is required

· Associates degree desirable, but not required.

· Possess 24 semester hours among accounting, business, finance, contracts, purchasing, economics, marketing, organization or management.

Experience:

The Administrative Assistant II shall possess the following:

· Ability to communicate effectively, both orally and in writing

· Ability to conduct detailed research and analysis of technical and cost data

· Ability to read and interpret management policy, regulations and directives

· Proficiency in Microsoft Office Products including MS Word, Access, Excel and PowerPoint

· Proficient organizational and leadership skills

· Ability to work effectively within a group or independently

· Functional knowledge of contemporary office machines (i.e. photocopier, facsimile machine and scanner)

· Ability to quickly acquire familiarity with DHS policies and regulations

· Two (2) years of administrative support experience is desired

· At least one (1) year of administrative support experience is required

· At least one (1) year of experience in support of a Federal government client is desired but not required