Administrative Assistant I, II, III (Executive), & IV Executive (Senior) – CIT

Full Time
Washington, District of Columbia, United States
Posted 1 month ago

The Maasai Group LLC

PLACE OF PERFORMANCE: Washington, DC (Telework at customer’s discretion).

SCOPE: Compiles and maintains records of business transactions and office activities of establishment, performing variety of following or similar clerical duties and utilizing knowledge of system or procedure; Copies data and compiles records and reports; Tabulates and posts data in records books; Records orders for merchandise or service; Gives information to customers, claimants, and employees, Prepares receipts, bills, invoices, statement, and checks; Prepares stock inventory; Adjusts complaints; Operates office machines, such as PCs, typewriters, adding, calculating and duplicating machines; Opens and routes incoming mail, answers correspondence, and prepares outgoing mail; May take dictation; May greet and assist visitors; May keep books; May operate computer terminal to input and retrieve data.

PROFESSIONAL QUALIFICATIONS:

Administrative Assistant I

  • Must be a US citizen.
  • Must be able to obtain a security clearance.
  • Preferably 5 plus years increasingly responsible administrative assistant/secretarial experience as a skilled specialist, completes tasks in creative and effective ways.
  • Ability to learn and apply an advanced understanding of the organization and its functional policies and processes.
  • Ability to manage dynamic calendars for management including event planning with external vendors.
  • Advanced writing skills to compose more difficult, detailed correspondence and to recommend updates to department documents as needed.
  • Intermediate to advanced knowledge of two or more Microsoft Office/PC applications, depending upon department or business needs.
  • Working knowledge of email and office equipment (fax, phone, copier, etc.).
  • Requires ability to learn and apply an advanced understanding of a large, complex organization and its customers.
  • High School Diploma, GED, or related experience; BA/BS preferred.
  • Also provides administrative support assistance to program managers on specific Department programs/projects.

SCOPE: As stated in Administrative Assistant I and includes:

SCOPE: In addition to the duties for an Administrative Assistant, the position interfaces with DOS program participants, Executive Directors and high level contractor personnel; Attends weekly meetings to plan overall program management strategy; Attends inter-agency meetings addressing program issues; Processes program related documents and analyzes and produce program reports; Performs miscellaneous audits; Develops and maintains program databases and master files; Instructs mid-level administrators and program users on procedures and policies; Addresses and solves program issues/problems; Produces special projects for DOS in Excel, MSWord and PowerPoint training; Receives training requests and develops training roster; Assembles training materials and sets-up training room; Briefs trainees on application completion and accounting information; Performs one-on-one training sessions; and Briefs executive directors edits training materials.

PROFESSIONAL QUALIFICATIONS:

Administrative Assistant II

Maintains contacts with the executive assistants/management support personnel throughout the Department:

In addition to Administrative Assistant I, also includes:

  • Must be a US citizen.
  • Must be able to obtain a security clearance.
  • Coordinates and schedule meetings for the Executive Director.
  • Maintains the calendars of the Executive Director.
  • Proactively searches for upcoming calendar/meeting conflicts and resolve conflicts.
  • Ensures that materials/documents are disseminated or obtained in advance of any scheduled meetings.
  • Time keeping procedures.
  • Invoice review and reconciliation.
  • Staffing coverage during holiday periods.
  • Reviews and establishes internal operating procedures to ensure acceptable internal/management controls for:

SCOPE:: Provides executive assistant support to the Executive Director as required. Prepares Action Memos for approval and signature. Keeps Executive officers advised of developments and progress of pending issues. Performs special assignments involving analysis, compilations, and summarization, as needed. Schedules interviews with prospective department employees and assists with onboarding new employees. Processes confidential information. Prepare and submit Time and Attendance reports for the Government staff via TATEL system. Reviews all important incoming and outgoing correspondence, coordinates routing and control of subject matter before submitting to the Executive Director. Assists in planning and coordinating bureau projects and/or processes. Advises Executive Director on personnel actions. Compiles and maintains records of business transactions and office activities, performing a variety of clerical duties. Copies data and compiles/organizes records and reports. Files documents. Tabulates and posts data in records and report data bases. Prepares and maintain work orders. Prepares the Weekly Activity Report. Schedule meetings/conference calls, coordinate conference room schedules, set up video conferencing or conference calls when needed. Prepares and manages stationery and other supplies ‘inventory. Operates office machines, such as PCs, calculator, photocopy machines, scanning equipment, and fax machines. Takes minutes at meetings and/or briefings. Orders office supplies. Other duties as assigned by the COR.

PROFESSIONAL QUALIFICATIONS: 

Administrative Assistant, III Executive

  • In addition to the qualifications for an administrative assistant II, the executive level labor category should also include at least 2 years of executive level office management experience.

Serve as primary travel arranger for the Executive Office

  • Prepare travel itineraries
  • Make travel reservations – airline, hotel, car rental
  • Prepare Travel Authorizations and Travel Vouchers in E2 Solutions system
  • Prepare VISA Applications and memoranda.
  • Prepares eCountry Clearance cables for Government staff and contractors who will be traveling internationally

PROFESSIONAL QUALIFICATIONS:

  • Must be a US citizen.
  • Must be able to obtain a security clearance.
  • 5-7 years of administrative/office management experience supporting the Manager/Director level.
  • Highly proficient with Microsoft Office’s Word, Excel, Access, PowerPoint, Publisher and MS Project Experience.
  • Ability to work both independently and with others.
  • Strong attention to detail.
  • Ability to multi-task.
  • Work under tight deadlines.
  • Excellent organizational, interpersonal, and communication skills (both written and oral).
  • Familiarity with ISO requirements, standards and processes.

SCOPE: In addition to requirements of Administrative Assistant III, the Senior Executive position requires regular interaction with Deputy and Assistant Secretary-level personnel. Management of all logistical elements of Senior Executive meetings, travel and other event coordination is a regular part of the job.

PROFESSIONAL QUALIFICATIONS:

Administrative Assistant, IV Executive (Senior)

In addition to the qualifications of the Level III position, the Administrative Assistant IV – Senior Executive position requires the following:

  • At least 5 years of executive level office management experience, or equivalent experience is highly desired
  • Civilian or Defense agency experience providing administrative support to Senior Executive positions is highly desired.

COMMUNICATION SKILLS: These positions may require handling confidential information in an appropriate manner. Customer interactions must be handled with diplomacy and tact. Individual must be able to gauge the customer’s technical ability and communicate with them in appropriate technical or non-technical language in a non-condescending manner.

DECISION MAKING/JUDGEMENT: This position involves projects and/or assignments requiring considerable decision-making authority regarding procedures, plans, and schedules. Although there are sometimes problem-solving guidelines for problems, there are no existing procedures or instructions for those problems. Ability to work independently or in a team setting is necessary.

PHYSICAL DEMANDS/WORK ENVIRONMENT:  The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Needs the ability to use a keyboard to enter and retrieve data.
  • Must have good eyesight to view computer monitor and phone.
  • Must be able to lift 5-20 pounds.
  • Remaining in a stationary position, often standing, or sitting for prolonged periods.
  • Moving about to accomplish tasks or moving from one worksite to another.
  • Local travel and possibly CONUS/OCONUS travel may be required.

To apply, please visit https://themaasaigroup.com/careers/

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