The Administrative Assistant 4 reports to the Division Chief and provides diverse and complex duties in support of the Division. S/he provides professional administrative support in the day-to- day operations of the division.
Major Duties:
- Prepare and/or edit organizational charts, memos and other general office documents and material as required;
- Must have strong MS Excel skills to produce monthly financial reconciliation reports depicting all obligations and expenditures of financial resources;
- Assist with financial analyses to identify and resolve issues that impact the validity of data contained in the federal government’s financial system.
- Utilize MS Excel spreadsheets to input d and generate performance measurement reports.
- Attend meetings and capture and distribute minutes derived from the meeting;
- Prepare and/or edit divisional standard operating procedures;
- Oversee all aspects of travel to support the Division Chief to include coordinating all logistics and transportation needs and generation of government travel orders;
- Incumbent may draft course related cables, including course offer cables, fiscal cables, clearance cables, etc. utilizing the Government's cabling system;
- Generate reports depicting outcome and effectiveness following completion of task/meetings/etc;
- Compile weekly activities reports obtained from divisional personnel to develop the final Division report for review and approval by the Chief;
- Create and maintain electronic and hard copy centralized division files in areas such as the budget, equipment purchase requisitions, travel, and general correspondence;
- Provide project support and other administrative support as required;
- Perform special assignments on request, providing substantive support and assistance to the Management team.
Professional Qualifications/Skills:
- Two years as an Administrative Assistant 3 or equivalent experience.
- Must be a US citizen and possess or be able to obtain/maintain a SECRET clearance;
- Bachelor's degree or five years of increasingly responsible administrative experience may be substituted for education;
- Must be highly organized and have excellent oral and written communication skills in order to interface with personnel and other government agencies at all levels;
- Ability to handle multiple tasks simultaneously;
- Ability to communicate effectively orally and in writing;
- Knowledge of office policies, practices and procedures;
- Must demonstrate thorough knowledge of Microsoft applications (MS Word, PowerPoint). Solid Excel experience is a must;
- Experience working with dbases;
- Knowledge of basic accounting skills helpful;
- Ability to work independently;