Duties include or are comparable to the following: based on a knowledge of the supervisor's views, composes correspondence on own initiative about administrative matters and general office policies for supervisor's approval.
Essential Functions
- Analyzes administrative processes and/or agency programs. Communicates with colleagues, agency management, and other contacts outside the agency to gather and analyze information about agency processes and programs. Writes contracts, reports, letters and other documents with recommendations for management programs, policies and activities.
- Perform management and/or program support work, such as planning, research, analysis, correspondence control, communication, and/or special projects.
- Perform procurement and contracting administrative functions.
- Solicit, evaluate, negotiate, administer, award, analyze, advise on administrative processes.
- Handle a wide variety of administrative work, including travel, personnel administration, budgeting, procurement, property management, data entry, records management, or supplies.
- Manages and/or prepares responses to correspondence in an organization; and/or acts as a liaison or handles the communication with persons and/or groups within and outside of the organization.
- Coordinate facilities and related arrangements for planning conferences, assist with presentation materials, and provide on-site support.
- 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 office including electronic time and attendance, arranging travel in electronic travel system, and serving as a unit security officer.
- Receiving and escorting guests, answering telephonic and email inquiries promptly and professionally, and interfacing with DOS management, Executive Directors and high-level contractor personnel, high-ranking outside officials (e.g., city or State officials, members of Congress, presidents of national unions or large national or international firms, etc.), in unique situations.
- Decides whether executive should be notified of important or emergency matters.
- Acts as office manager for the executive's organization, e.g., determines when new procedures are needed for changing situations and devises and implements alternatives revises or clarifies procedures to eliminate conflict or duplication.
- Identifies and resolves various problems that affect the orderly flow of work in transactions with parties outside the organization.
- Proficient in the Microsoft Office Suite including Excel, MSWord, and PowerPoint; receives training requests and develops a 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.
- Performs other duties as assigned.
Work Environment
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.
Position Type/Expected Hours of Work
This is a full-time position. Typical days and hours of work are Monday through Friday, 8:00 a.m. to 5:00 p.m. Evening and weekend hours required, as required by business need.
Travel
Travel is primarily local during the business day, although some out of the area travel and overnight may be expected.
Qualifications/Skills
- High School diploma or equivalent required
- 8-10 years of administrative/receptionist experience required.
- Attention to detail.
- Excellent customer service and multi-tasking skills.
Additional Eligibility Qualifications
Must possess and maintain a SECRET security clearance.
AAP/EEO Statement
H4 is an equal opportunity employer. All applicants are considered without regard to age, sex, race, national origin, religion, marital status, or physical disability.
Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
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