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Administrative Assistant IV

Company: Human Domain Solutions, LLC (HDS)
Location: Washington
Posted on: February 16, 2020

Job Description:

Clearance Requirement - SECRET (must have prior to applying)

Human Domain Solutions,LLC is seeking a candidate to fill the role of Administrative Assistant IV to efficiently and effectively provide support services as outlined below in the Department of State Bureau of Consular Affairs, Office of the Executive Director.

Duties, Tasks and Responsibilities:

  • Provides administrative support, including making travel arrangements, office logistics, supply inventory, and other special administrative support as required by the Directorate;
  • Responsible for incoming/outgoing correspondence, reviews and distributes incoming correspondence to appropriate action officers or staff; collects and reviews outgoing correspondence for neatness, accuracy and proper handling and maintains related office chronological file;
  • Escorts personnel as required;
  • Establishes and maintains official files on specific subject matters;
  • Assists with coordinating meetings, scheduling conference rooms, monitoring leave for staff personnel, ordering supplies, and other administrative duties;
  • Works with the CA Special Assistants to monitor internal tasks, deadlines, and deliverables;
  • Receives and screens telephone calls and visitors; follows up to ensure necessary action is initiated, and subsequently works to assure that such action is completed as quickly as possible, as applicable and appropriate;
  • Enters all forms of correspondence in final form including cables, memorandums, letters, briefing papers, etc.;
  • Maintains the calendar for office management by arranging and scheduling appointments, handling all meeting requests and providing calendar information to management on a daily basis;
  • Prepares meeting briefs to managers indicating appointment purpose and providing any relevant background data;
  • Record minutes from meetings and prepares briefings materials;
  • Serves as a T&A administrator; prepares and maintains T&A report; maintains and monitors office leave schedule as directed by the COR and/or GTM;
  • Performs other appropriate administrative assignments such as document replication, ordering office supplies, inventorying office supplies, and other administrative duties as assigned;
  • Maintains work area in a professional manner at all times (work area must be clean, presentable, and organized, per COR guidance);
  • Ensures automation equipment is operational (paper in the copier/fax machine, changes out printer ink cartridges, calls in work orders);
  • Assists with setting up conference calls, coordinating with IT personal to setup conferences requiring IT support;
  • Assists with prepping conference rooms before and after social events and official events during the work day;
  • Assists with setting up and cleaning up official office events;
  • Prepares for incoming staff (arranges Meet and Greets with new CA/C staff and set them up with necessary accesses including building and IT items).
  • Creates SOPs related to office administration.
  • Updates office management information (seating charts, phone lists, welcome book, etc.).
  • Coordinates badge access for CA/C employees.
  • Submits GSD Tracker /Ariba requests.
  • Coordinates travel and processes vouchers for the Comptroller, managers, and CA/C employees in E2.
  • Provides back-up on Rhythmyx updates.
  • Assists Managers in evaluations process via GEMS.

    Please note all candidates are required to provide the previous five (5) years of employment history as well as their most recent pay-stub for the purpose of salary verification.

    Requirements

    Clearance Requirement - SECRET (must have prior to applying)
    • Knowledge of Microsoft Office software (Excel, Word, PowerPoint, Access, etc.);
    • Excellent organizational, communication and writing skills;
    • Strong analytical and reasoning skills;
    • Ability to interact effectively with others in particular, colleagues and personnel at various Department levels; and
    • At least one year experience working as an Administrative Assistant is preferable.

      Benefits

      Human Domain Solutions, LLC is pleased to offer a comprehensive benefits package which may include:
      • Health, Dental and Vision Plans
      • 401K Retirement Plan
      • Generous PTO in addition to Ten (10) Federal Holidays
      • Short and Long-Term Disability
      • Life Insurance
      • Employee Assistance Program
      • Education and Training Program
      • Direct Deposit
      • Discounts on alternative healing methods such as: massages and acupuncture
      • Credit Union Membership
      • Recreational Discounts
      • Pre-tax Commuter Benefits
      • Rental Car Discounts

        All plans are eligible first of the month coinciding with or following hire date.

Keywords: Human Domain Solutions, LLC (HDS), Washington DC , Administrative Assistant IV, Administration, Clerical , Washington, DC

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