Administrative Assistant

Overview

C2 ALASKA, LLC

Bethesda, MD

THIS POSITION IS CONTINGENT UPON BID AWARD

The Administrative Assistant shall provide entry level administrative support services for various Departments across USU.

Responsibilities

• Receive and screen telephone calls and visitors to the office.
• Exercise maximum tact, diplomacy and judgment along with knowledge of the department's operations, policies, and programs, determines which calls or visitors must be directed or referred to leadership, staff personnel, or handled personally.
• Prepare accurate and legible messages.
• Maintain appointment calendars for staff and schedules and coordinates appointments and meetings as appropriate to avoid scheduling conflicts.
• Arrange and coordinate travel for staff members and prepares appropriate requests and associated actions and documentation as requested.
• Control and maintain office correspondence. Receives all incoming mail for the office and determines whether correspondence should be brought to the attention of the Government point of contact, referred to other staff members, or handled personally.
• Follow up on incoming mail to ensure timely and appropriate action.
• Review all outgoing correspondence and written material submitted for signature or concurrence for compliance with regulations, procedures, proper grammar, and/or format.
• Discuss discrepancies with originator to ensure corrections are made.
• Establish and maintain automated or manual office files consistent with applicable policies and procedures.
• Assist with receiving and maintaining office supplies/equipment.
• File a variety of documents
• Research, extract, and compile information
• Scan, photocopy, or fax information
• Deliver mail, materials, supplies, or equipment.
• Use administrative and clerical support processes and procedures to include researching, compiling, and arranging information.
• Use proper grammar, spelling, punctuation, capitalization, and required correspondence formats.
• Communicate effectively orally and in writing to convey information and facts in a clear, concise, and organized manner to communicate information and to prepare agency correspondence or guidance
• Other duties as assigned

Qualifications

• High School or GED diploma
• Minimum two (2) years of demonstrative experience supporting office operations Preferred.

Knowledge, Skills and Abilities

• Knowledge of phone answering and receptionist techniques to receive visitors and answer the phone.
• Ability to provide general office clerical support
• Ability to follow detailed instructions.
• Skilled in operating a computer or work processor, together with related equipment, to produce a limited variety of forms or documents using Google Suites
• Knowledge of grammar, spelling, punctuation, and terminology commonly used in office settings to prepare a limited variety of material correctly.
• Knowledge of standard processing procedures formats, and distribution and retention policies for the correspondence of reports produced.
• Ability to communicate effectively orally and in writing.
• Experience using PC word processing and other software programs to create and maintain databases and to prepare, transfer, arrange, edit, and incorporate information and/or data into correspondence, reports, or statistical presentations.

Physical Demands: (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.)

• While performing the duties of this Job, the employee is regularly required to sit and talk or hear. The employee may use repeated motions that include the arms, wrists, hands and/or fingers. The employee is occasionally required to walk, stand, climb, balance, stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision.

Estimated Salary/Wage