Administrative Assistant- Ex/ Acq

Description

Foreign Service Institute

JOB DESCRIPTION: *

Position Objective: This position provides procurement administrative support to executive staff with office management responsibilities to include budgeting, personnel records and payroll.

Duties And Responsibilities

• Anticipate and prepare materials needed by the office government POC for conferences, correspondence, appointments, meetings, telephone calls, etc., and informs government POC on matters to be considered.
• May attend meetings and record and report on the proceedings;
• Collect information from the files or staff for routine inquiries on office program(s) or periodic reports and refer non-routine requests to government POC or staff.
• Handles differing situations, problems, and deviations in the work of the office according to the office government POC’s general instructions, priorities, duties, policies, and program goals.
• Work independently on projects requiring research and preparation of briefing charts and other presentation materials.
• Reserve and prepare classrooms and conference rooms: organizing training materials (including duplication and/or photocopies, preparing name tents, door signs, etc.), submitting service requests, and assisting in basic logistical arrangements, running reports, and providing general administrative support to students, instructors, and guest speakers.
• Use greater judgment and initiative to determine the approach or action to take in non-routine situations, interprets and adapts guidelines, including unwritten policies, precedents, and practices, which are not always completely applicable to changing situations.
• Screen telephone calls, visitors, and incoming correspondence; personally, respond to requests for information concerning procurement and office procedures; determine which requests should be handled by the office government POC, appropriate staff member or other offices, prepare and sign routine non-technical correspondence in own or government POC’s name
• Schedule tentative appointments without prior clearance. Make arrangements for conferences and meetings and assemble established background materials as directed.
• Maintain recurring internal reports such as time and leave records, office equipment listings, correspondence controls, and training plans.
• Support the Purchase Card program, providing guidance to applicants on establishing training requirements and application procedures. Assists questions on the new PCard website and maintain spreadsheet of all active cardholders and approving officials.
• Prepare special or one-time reports, summaries, or replies to inquiries, selecting relevant information from a variety of sources such as reports, documents, correspondence, other offices, etc., under general directions.
• Maintain a close and highly responsive relationship to the day-to-day activities of the office and staff.
• Review materials prepared for government POC’s approval for typographical accuracy and proper format.
• Maintain requisition supplies, printing, maintenance or other services.
• Explain to subordinate staff government POC’s requirements concerning office procedures, coordinate personnel and administrative forms for the office and forwards for processing.
• Perform various clerical and administrative duties requiring knowledge of office routine and an understanding of the organization, programs, and procedures related to the work of the office.
• Receive specific instructions on new assignments and ensure completed work is checked for accuracy.
• Review outgoing materials and correspondence for internal consistency and conformance with government POC’s procedures; assure that proper clearances have been obtained, when needed
• Type, take and transcribe dictation, create and maintain office files (paper and electronic).
• May receive assistance in the performance of special assignments.
• Read publications, regulations, and directives and take action or refer those that are important to the office government POC and staff.
• Control mail and assure timely staff response, and send form letter

Requirements

Basic Qualifications:

• Three years of experience in a related field
• High School Diploma
• Secret Clearance

Minimum Qualifications

• Effective oral and written communication skills
• Strong organizational skills and the ability to meets deadlines
• Strong customer service skills
• Ability to present yourself professionally in a government environment and to inspire confidence with those with whom you have contact
• Work experience in an educational, training institute, or procurement office, highly desired
• Ability to manipulate information in existing databases
• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook)
• Familiar with or the ability to learn survey research software, databases and reference materials to collect information
• Ability to interact effectively in a multicultural setting
• Ability to work collaboratively as a member of a team
• SharePoint experience strongly preferred.
• Bachelor’s degree highly preferred
• Ability to follow technical direction as delivered by the government technical monitor and/or government staff members

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

CTR Management Group is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, disability status, protected veteran status, or any other characteristic protected by law.