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Office Management Specialists/Administrative Assistant (Rover)

Company: Nana Regional Corporation
Location: Washington
Posted on: November 22, 2021

Job Description:

Office Management Specialists/Administrative Assistant (Rover)

Description

Tuvli, an Akima Company , is dedicated to providing our customers with superior, integrated technology and program support services and solutions. Our systems engineering, information technology, information assurance, program support and project management staff work closely with customers to ensure that our solutions are directly aligned with their business processes and desired program outcomes. Our personnel enjoy competitive benefits packages and challenging roles in work environments committed to innovation, diversity and opportunity for career growth. As an Alaska Native Corporation (ANC), 100% of our company's profits go back to our more than 14,000 Iupiat shareholders that have resided near and above the Arctic Circle for more than 10,000 years. Our business helps support their way of life and contributes to the survival of a culture that has thrived in a challenging environment.

Job Responsibilities:

OfficeManagementSpecialist/Administrative Assistant - will be supporting multiple offices

  • Receives, schedules, refers calls and visitors from the public and other agency personnel as appropriate
  • Handles requests on behalf of office staff
  • Refers requests they cannot answer to appropriate staff or to correct office or official
  • Schedules appointments for staff members or immediate supervisors and makes commitments to attend meetings, and luncheons on their behalf
  • Responds to administrative problems brought to the supervisor's attention by member of the staff or management officials, as well as independently resolves issues in area of responsibility
  • Prepares responses to inquiries for information, addresses telephonic inquiries, and works to ensure basic information is available on websites
  • Maintains the Director and Deputy Directors calendars and appointments
  • As approved by the Government, establishes priorities and assures obligations are met
  • Arrange for meetings and conferences and inform participants
  • Compiles files/supporting documents on topics to discuss
  • Prepares travel authorizations for Director or staff member as requested
  • Prepares trip itineraries, obtains travel expense estimates (MI&E cost, taxis, Hotel, cost)
  • Prepares travel authorization requests
  • Upon return, work with Director or staff member to prepare reimbursement travel voucher
  • Follow up with Travel office to ensure all travel documents are submitted properly and on time. (i.e. within 5 days)
  • Use E2 Solutions program to make travel arrangements
  • Executes small projects, such as compilation of data or organization of large meetings/events
  • Independently completes projects as approved by the Government
  • Develops and maintains contacts in other offices in order to facilitate meeting management and problem solving
  • Order supplies through ILMS website, as approved by the Government
  • Serves as timekeeper for the Office to include: maintaining Time and Attendance (T&A) for commonly used pay plans and types of leave; verifying the allow ability of various hours changed on T&A reports; reviewing the reports for appropriate signature, initials and required supporting documentation; and, advising supervisors of discrepancies, and correcting actions as needed
  • Assists the office by performing duties related to supply management and procurement
  • Processes/reviews all incoming and outgoing letters, memos, and related correspondence
  • Prepare reports, memoranda and other forms of written communication. xxiv
  • Composes and edits letters, reports, and general office memoranda for publication/distribution on behalf of the Director or senior level officer
  • Prepares public presentation outlines at the direction of immediate supervisors; develops standard or one of a kind letters in response to inquiries. Signs routine correspondence and certain procedural authorizations on behalf of the supervisor as directed. Screens publications and brings to the supervisor's attention articles of particular interest that affect Office programming
  • Reviews work products submitted to the Director, Deputy Directors or other senior personnel for completeness, compliance with formatting requirements, conformity to policy guidelines and appropriate appearances
  • Maintains a file of correspondence and events and brings such matters to the front office staff's attention
  • Maintains office files, electronic or hard copy, as requiredQualifications

    Minimum Qualifications:

    In accordance with President Biden's Executive Order 14042, you must be able to meet all health requirements, including but not limited to, current and future vaccination requirements to infectious diseases such as COVID-19. The Executive Order generally requires that all federal workers and federal contractor employees be fully vaccinated by December 8, 2021.
    • Active Top Secret clearance
    • 3 years of related experience required
    • Must be open to support different offices on an as needed basis
    • KnowledgeofDepartment of Statemanagementoperations (both domesticand overseas)
    • General knowledgeofDepartment of Stateregional bureau management operationsand processes
    • KnowledgeofDepartment of Statemanagementorganizationand operations
    • Experienceas asecretary/officemanagerworking under pressure
    • Knowledgeofdata sharingsystems (i.e.SharePoint)
    • Workingknowledgeofpersonal computersandgeneral administrativepractices, includingextensiveexperienceandabilityin workingproperlywith classifiedand unclassifiedcomputer data base, operationand knowledgeofExcel, MicrosoftWindows,PowerPoint andrelatedcomputer-basedprogramsand theabilityto preparee-mails, notices, reports,etc. from scratch.
    • Hasexperienceand demonstratedabilityin workingwith classifiedand unclassifiedcomputersystems
    • In-depth operational knowledgeofExcel, MicrosoftWindows,and relatedcomputer basedprograms
    • Abilityto preparee-mails, notices, Department notices
    • Possessesabilityto workunder pressureon tight or short deadline
    • Works proactively,engagingwith officematesand others to accomplishwork requirementsThe duties and responsibilities listed in this job description generally cover the nature and level of work being performed by individuals assigned to this position. This is not intended to be a complete list of all duties, responsibilities, and skills required. Subject to the terms of an applicable collective bargaining agreement, the company management reserves the right to modify, add, or remove duties and to assign other duties as may be necessary. We wish to thank all applicants for their interest and effort in applying for the position; however, only candidates selected for interviews will be contacted.

      We are an equal opportunity employer. All applicants will receive consideration for employment, without regard to race, color, religion, creed, national origin, gender or gender-identity, age, marital status, sexual orientation, veteran status, disability, pregnancy or parental status, or any other basis prohibited by law .

      We are committed to Equal Employment Opportunity and providing reasonable accommodations to applicants with physical and/or mental disabilities. If you have a physical and/or mental disability and are interested in applying for employment and need special accommodations to use our website to apply for a position please contact, Recruiting Services at or . Reasonable accommodation requests are considered on a case-by-case basis.

      The dedicated email and telephonic options above are reserved only for individuals with disabilities needing accessibility assistance to apply to an open position using our website.

      Please do not use the dedicated email or phone number above to inquire on the status of your job application.

      In order for our company to stay compliant with government regulations, please apply on line. Please DO NOT email resumes or call in lieu of applying online unless you have a physical and/or mental disability and need assistance with the online application.

      Job: Office & Administrative Support

      Primary Location: US-DC-Washington

      Shift: Day Job

      Req ID: TUV02413

Keywords: Nana Regional Corporation, Washington DC , Office Management Specialists/Administrative Assistant (Rover), Executive , Washington, DC

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