Benefits:
Bonus based on performance
Competitive salary
Free food & snacks
Title - Administrative Assistant
Client - Navy Location - Point Loma CA (Onsite) Neighborhood in San Diego
Job Description
Scope of Work
The Contractor will provide administrative support across various functions, assisting executives, management, and staff to ensure smooth daily operations. The key responsibilities include:
Schedule and coordinate appointments, meetings, and conferences with internal FHFA employees and external stakeholders.
Assist during meetings by arranging logistics, recording meeting minutes, and providing in-meeting support.
Answer incoming telephone calls professionally and courteously.
Route calls to the appropriate staff member and respond to basic inquiries.
Receive and direct official visitors to appropriate personnel or meeting locations.
Assist in the completion of visitor access requirements for meetings and office visits.
Prepare basic, non-technical documents including form letters, memos, speeches, and reports.
Edit and proofread documents for formatting, grammar, and spelling in line with FHFA policies and templates.
Support proper declaration, management, and disposition of agency records per FHFA’s Records Information Management (RIM) policy.
Ensure files are correctly stored in accordance with division/office file plans and the FHFA records schedule.
Monitor and restock office supplies as needed, following FHFA and office supply procedures.
Monitor office equipment functionality and report issues within one hour of detection.
Coordinate with service personnel and follow up to ensure timely repairs.
Fax and photocopy documents as requested.
Report incorrect fax numbers promptly to the requestor.
Receive, sort, distribute, redirect, and track incoming and outgoing mail.
Ensure timely preparation of mail for pickup and notify requestors if unable to meet deadlines.
Assist in arranging travel and related documentation, including verifying trip details, obtaining clearances, and confirming reservations.
Support the preparation of travel vouchers and maintain accurate records of travel expenses and receipts.
Personnel Qualifications
Minimum Education and Experience:
Associate’s Degree preferred. Related federal government experience is an advantage.
In lieu of a degree, a minimum of three years of experience in administrative support roles will be considered.
Required Skills and Experience:
Administrative assistant position shall provide services as follows: • Maintain a detailed call log regarding issues concerning facilities and ensuring that excellent customer service is provided to all customers, including (but not limited to) NIWC Pacific employees, NAVFAC personnel, and contractors. • Maintain and ensure that all information is recorded into the MAXIMO database and the NIWC Pacific JIRA application and other databases for tracking similar information as required. • Coordinate with NIWC Pacific Facilities personnel regarding maintenance issues by utilizing the JIRA application and MAXIMO database to provide historical overview on the issue, including expenditures and work related to the maintenance issue. The JIRA and MAXIMO application will be utilized to create, edit, and print trouble tickets and repair work orders (WOs), as well as create reports and tracking active WOs • Determine which entity (tradesman, general maintenance worker, NAVFAC,) should respond to each call/issue and will dispatch the correct person(s). • Log completion/close-out of facilities trouble calls and work orders. • Provide metric reports on trouble calls, work orders, emergency calls, and tracking of NAVFAC work orders. • Provide correspondence to NAVFAC project work induction board (WIB).