Administrative Assistant - 540716

Description

• Assist with the revision and preparation of training materials. 
• Develop and edit regularly scheduled draft status reports, as requested by TPD. 
• Contractor confers with senior managers and operating offices regarding incoming inquiries, establishing deadlines, compiling information, and preparing resulting correspondence for signature of the FPS TPD Division Directors, Chiefs, or their designee. 
• Supports the program office to ensure consistent correspondence with regional personnel and Regional Training Program Managers (RTPMs) for accuracy of data in the learning management system. 
• Work within various Learning Management Systems or other software systems for the tracking, registering, managing training or other training related activities owned by FPS, FLETC and/or 
• Organizing, maintaining, and filing official records (Class and student records) via the FPS Training Management IT system. 
• Maintain all the division’s files following a logical system so that others are able to file and easily retrieve documents. 
• Establish and maintain purchase card folders and correspondence in support of the TPD Purchase Card program. 
• Establish, maintain, and monitor a variety of records and statistical data regarding the administrative services provided by the division. 
• Other ad hoc assignments, as determined. 

Responsibilities:

• Assist in the preparation of presentation materials. 
• Order of office and student supplies and scheduling of classrooms and other FLETC facilities. 
• Arrange the shipment of class supplies to the student’s home station after successful graduation from FPS TPD and FLETC courses. 
• Plan and execute graduation ceremonies which include facility coordination, travel arrangements for guests, and the production of certificates of graduation. 
• Provides guidance to students for the completion of online forms ranging from contact data forms to new hire on boarding webforms. 
• Completes verification and audit of student forms for accuracy and completeness prior to submittal to other FPS offices. 
• Edit all incoming and outgoing documents. 
• Maintain confidentiality of information. 
• Assist the Subject Matter Experts (SME) in the development of policy documents. 
• Assists staff instructors, guest instructors, and students with logistical support, classroom supplies, FLETC clearances, and travel arrangements. 
• Provide support through FLETC Student Services for requesting student transcripts and FLETC course syllabi. 
• Prepare classrooms for training programs to include classroom set up. 
• Prepare correspondence, letters and memos from hard copy, using form letters, and/or drafting content as requested. 
• Prepare, edit and assemble reports required for meetings and presentations. 
• Supports the lead with coordination of meetings and conferences. Gathers appropriate information, prepares agendas and reports summarizing items discussed during these meetings. 
• Follows up on action items to ensure that the Chiefs/Managers are fully briefed on issues of concern.  
• Supports the lead with preparing and distributing meeting agendas and meeting minutes, providing timely and comprehensive communication between involved parties. 
• Work effectively with other branches and divisions within the organization to accomplish tasks. 
• Provide assistance, as needed, with special projects. 
• Obtain necessary information from appropriate source(s) to complete assigned tasks and share information with others as needed. 
• Research, verify and compile information for special project to provide full subject coverage. 
• Assist with the revision and preparation of training materials. 
• Develop and edit regularly scheduled draft status reports, as requested by TPD. 
• Contractor confers with senior managers and operating offices regarding incoming inquiries, establishing deadlines, compiling information, and preparing resulting correspondence for signature of the FPS TPD Division Directors, Chiefs, or their designee. 
• Supports the program office to ensure consistent correspondence with regional personnel and Regional Training Program Managers (RTPMs) for accuracy of data in the learning management system. 
• Work within various Learning Management Systems or other software systems for the tracking, registering, managing training or other training related activities owned by FPS, FLETC and/or 
• Organizing, maintaining, and filing official records (Class and student records) via the FPS Training Management IT system. 
• Maintain all the division’s files following a logical system so that others are able to file and easily retrieve documents. 
• Establish and maintain purchase card folders and correspondence in support of the TPD Purchase Card program. 
• Establish, maintain, and monitor a variety of records and statistical data regarding the administrative services provided by the division. 
• Other ad hoc assignments, as determined. 

Qualifications:

• U.S. Citizen. 
• Active Public Trust, or the ability to obtain and maintain one. 
• Minimum of an associate’s degree from an accredited college or university and (2) years of experience performing similar administrative tasks or; Four (4) years of performing similar administrative tasks.  
• (2) years of demonstrated experience with Microsoft Window based computer operating systems and Microsoft Office programs to include TEAMS, Word, Excel, Access, and Outlook, as well as scanners, printers, and copiers. 
• Demonstrate proficiency in searching, retrieving, and evaluating documents and information from the internet. 
• Conduct detailed research and analysis of technical, financial, and cost‑related data. 
• Communicate effectively in both oral and written formats, including preparing senior‑level government correspondence, reports, and documentation. 
• Collaborate effectively with managers, team members, and support personnel across multiple functional areas. 
• Manage multiple projects simultaneously while maintaining accuracy, organization, and attention to detail. 
• Take initiative in seeking new assignments and independently following through on tasks with minimal supervision. 
• Apply strong organizational skills to manage workload, maintain documentation, and support program requirements
• Prepare clear, concise written materials and deliver information verbally in a professional and effective manner. 
• Preferred Requirements 
  • Previous DHS and/or FPS DHS and/or FPS experience in the federal government. 
  • Bachelor’s degree, plus experience in budget, acquisition, purchase card programs, federal government pay and travel regulations and systems. 
  • (6) years of administrative experience in an office setting, performing duties similar in scope. 
  • Previous Executive Assistant experience supporting C-Suite.