TDB Communications, Inc. is seeking qualified Administrative Assistant IV's to perform the following tasks:
Description
The Administrative Assistant IV shall possess a very high level of poise, professionalism, with an approachable, confident persona. It is imperative that the Administrative Assistant IV tactfully interacts with visitors and staff in a respectful manner. The Administrative Assistant IV’s customer service skills are to be readily apparent to all customers and stakeholders. In this position, the individual shall be considered a subject matter expert for all assigned administrative tasks. The Administrative Assistant IV shall have an extensive and demonstrated knowledge of office policies, processes and procedures, and the ability to quickly grasp newly assigned processes and procedures. As required, the Administrative Assistant IV must be able to expedite any last-minute assignments, to include making efficient adjustments/corrections to documentation. The Administrative Assistant IV shall have very strong written and oral communication skills, demonstrates the ability to interpret/apply sound business judgment, and the innate ability to be resourceful, creative, and a problem solver. The Administrative Assistant IV shall have extensive knowledge of correspondence protocol, whether utilizing the agency’s correspondence tracking systems, or hard copy (paper) correspondence packages. The Administrative Assistant IV shall be able to work independently in the absence of specific instructions on a number of tasks with a high degree of speed using organizational skills, and perform these duties while exhibiting the ability to maintain effective relations/results with clients and staff (onsite and remote). The Administrative Assistant IV shall exercise confidentiality, discretion, and problem-solving skills. Office front desk support may also be required of the Administrative Assistant IV.
TASKS:
General Office Support Services
- Receive and escort visitors, and refer to appropriate staff. This task may involve coordination with offices outside of PHMSA (such as Security Office, Parking Office, etc.).
- Receive calls, take messages, and/or forward to appropriate staff.
- Handle routine requests for information and refer to appropriate staff for resolution. Routine requests for information may come from a variety of sources such as other government agencies, HQ and regional staff, industry representatives, and concerned citizens.
- Personally respond to requests for information concerning office procedures.
- Screen phone calls, visitors, and incoming correspondence. Determine which requests should be handled by the supervisor, appropriate staff member or other offices. Screen official incoming matters and forward only those which require personal attention.
- Assemble, copy, print, fax, and scan a variety of materials and ensure proper distribution and compliance with office rules and procedures.
- Create and maintain office files. Assist in the purging and consolidation of office files and reviews for completeness of files. Assist in preparation of packages to National Archives.
- Maintain a variety of administrative lists and charts. Examples include, but are not limited to, organizational charts, phone lists, distribution mailing lists, inventory lists.
- Provide data entry of pertinent information in various automated systems and use a variety of software.
Mail Support Services
- Receive and distribute incoming office mail and inter-office mail. Mail includes paper mail, emails, faxes, etc.
- Collect, distribute, and post mail. Review incoming mail and determine which can be handled personally and which should be referred.
- Prepare Federal Express, UPS, and other priority mail shipments.
- Maintain records and files, such as logs of Federal Express shipments.
- Coordinate and assemble mass mailings.
Calendar Maintenance and Scheduling Support
- Maintain PHMSA Federal Staff calendars (hardcopy and/or electronic).
- Maintain Office Activity calendars (hardcopy and/or electronic).
- Remind PHMSA Federal Staff of meetings and schedules.
- Manage complex schedules and calendars.
- Assist in the scheduling of appointments and use of office conference rooms.
Correspondence Support
- Proofread documents for typographical accuracy and format in accordance with office guidelines.
- Draft correspondence based on rough copy provided.
- Prepare and send form letters.
- Prepare and format a variety of correspondence, including congressional letters, memoranda, surveys, talking points, report, speeches, and budget document, notices for publication to the Federal Register.
- Review and edit, as necessary, all outgoing and internal correspondence for clarity, grammar, typographical accuracy, and proper format per office or agency guidelines
- Maintain and update information in PHMSA’s Executive Correspondence tracking system.
- Type correspondence, reports, records, and technical papers. These may include tables, charts, graphs, and presentations as well as various Government forms such as requisition forms, travel authorizations, and travel expense vouchers.
- Review outgoing materials and correspondence for internal consistency and conformance with supervisor’s procedures.
- Prepare and sign routine, non-technical correspondence in own or supervisor’s name.
Office, Facility, and Property Management Support Services
- Submit and follow-up on requests for services (includes printing requests, housekeeping requests, office equipment maintenance requests, etc.)
- Ensure office equipment is maintained and functional.
- Requisition office supplies, printing materials, maintenance or other services.
Conference, Seminar, and Meeting Support
- Arrange for meeting rooms.
- Arrange for seminars and conferences, including the scheduling of locations/rooms, distribution of agendas, and attendance lists.
- Assemble conference, seminar, and meeting materials. Pack and unload conference/seminar/meeting materials. Assist with setup of materials.
- Provide support during conferences/seminars/meetings, including registering participants, maintaining and updating registrant information.
- Assist with all administrative and logistical matters related to conference/seminar/meeting support services. This includes making travel arrangements and ensuring all proper clearances have been obtained, when needed; negotiating meeting space, equipment, and accommodations; and ensuring quality of arrangements and plan for any special requirements that may be needed for persons with disabilities, foreign dignitaries, persons requiring special diets, arranging for translators, transcribers.
- Attend meetings, as requested, and take notes and keep a record of all commitments made and/or report requests.
- Record and transcribe minutes. Transcribe presentation notes into speaker notes.
- Create, maintain, and update conference-related and seminar-related files, as requested.
Travel Support Services
- Make travel arrangements, including ticketing.
- Prepare/input travel orders using PHMSA-approved travel system.
- Prepare vouchers and make travel arrangements.
- Reconcile travel documents to ensure forms are completed and returned to the program office, match budgeted amounts, and identify sources of discrepancies, if any.
- Maintain travel associated files.
Personnel Support Services
- Prepare personnel action forms (including training forms), as instructed. Forward to HR for action.
- Data entry of timecards (time and attendance) into the PHMSA-Approved Time Keeping System.
- Maintain records and files.
Procurement and Budget Support Services
- Enter Procurement Requests (PRs) into the PHMSA-Approved Procurement System.
- Follow-up on Procurement Requests.
- Maintain and update procurement-related and budget-related records and files.
- Maintain accurate records of office spending and monitor for office budget and spending activities.
Miscellaneous and Special Projects
- Assist in preparing reports, as instructed. Reports include FTE reporting, year-end budget reconciliations, etc.
- Conduct internet searches, as requested. Examples include searching for media inquiries or legislative tracking.
- Perform special data search tasks/projects, as required. Includes gathering information required to respond to FOIA requests.
- Explain to subordinate staff supervisor’s requirements concerning office procedures, coordinate personnel and administrative forms for the office and forward for processing.
- Collect information from the files or staff for routine inquires on office programs for periodic reports, and refer non-routine requests to office supervisor or office staff.
QUALIFICATIONS
All individuals assigned to the Administrative Assistant IV labor category must have the following qualifications:
- Five years of experience performing office administration duties without day-to-day direction;
- Accurate typing of at least 35 wpm;
- Highly proficient in the use of current Microsoft products such as PowerPoint, Word, Excel, Outlook, Skype, Access, SQL, SharePoint, current web browsers (i.e. Internet Explorer, Google Chrome, etc.) Adobe Acrobat, and scheduling/navigating conference applications (i.e. Adobe Connect, PolyCom VTC), automated administrative tracking management systems (i.e. travel management, time and attendance), and other work-related data entry systems;
- Subject matter expert in grammar, spelling punctuation, and preparation/proof reading all standard/executive level office documents;
- Familiarity with the Government Style Manual; and
- Significant experience communicating with individuals at all levels, both orally and in writing
- Minimum Education: Associate or above degree in any field of study is highly desired, but not required.
TDB Communications, Inc. is an EEO Affirmative Action Race/Sex/Sexual Orientation/Gender Identity/National Origin/Veteran/Disability Employer
Required Skills
Required Experience