Administrative Support Assistant
Summary
| Title: | Administrative Support Assistant |
|---|---|
| ID: | 2866 DHS |
| City: | Atlanta |
| State: | Georgia |
Description
The Administrative Support Assistant will perform diverse secretarial and administrative duties in support of a designated Program Office and/or Senior Manager. Key responsibilities include: initiating special reports, composing routine correspondence, compiling statistical and/or budget information and communicating with personnel at all levels of Region and designated personnel at the FPS HQ level to gather, record and convey information.
- Duties
- The contract employees shall provide secretarial and administrative support to the Regional and Deputy Regional Directors,Branch Chiefs, District Commanders, and/or Program Managers. Typical duties may include the following:
- Independently performs administrative and clerical support functions with minimal guidance and supervision.
- Serves as liaison to answer questions pertaining to office services and procedures.
- Monitors telephone calls; responds to routine questions; and routes callers to the appropriate staff member(s),as appropriate.
- Coordinates and maintains work calendars for senior staff and makes notification of meetings, events and activities requiring their participation.
- Supports meetings/conference calls prepares and disseminates minutes and coordinates the completion of follow-up action items with appropriate staff members. Coordinates to ensure that key staff members are present at meetings,and brief the participants before meetings occur.
- Coordinates IT service requests /help desk tickets for new installation, repair, and maintenance of all IT equipment and follows up with the requestor of origin to verify work order completion.
- Performs administrative timekeeper support functions for Staff that is responsible for WebTA data input; data verification; auditing; payroll processing; coordination for timely submissions; records maintenance; and coordination of password resets, including validating time cards (with the approval of Task Manager or another FPS supervisor), updating profiles, providing reports as requested.
- Processes, sorts and delivers incoming and outgoing priority and express mail, to appropriate staff members. In addition, prepares packages for courier or express service pick-up.
- Assists in coordinating SES level travel approval through the Assistant Director for Field Operations; prepares draft Travel Authorizations; and reviews expense reports for accuracy prior to management approval.
- Prepares and collects data for the development of employee Performance Work Plans, Individual Development Plans; and Performance Evaluations.
- Coordinates and disseminates instructor requirements to include venue locations and training materials/aids. Establishes and maintains functional filing systems.
- Receives documentation to monitor and track fund allocations and expenditures. Prepares monthly draft expense reports.
- Performs and compiles basic analysis of data and generates a variety of reports to upper management. Verifies timely submission and compiles data for recurring reports and deliverables.
- Initiates special reports, composes routine correspondence, and compiles statistical and budget information, providing communication with all levels of NPPD personnel to gather and convey information.
- Welcomes guests and customers by greeting them in person or on the telephone, and answers or directs inquiries. Independently completes research.
- Conducts numerous automated system searches to collect information with minimal information and forward data to higher-level agents or specialists.
- Maintains contact with investigative personnel concerning oral requests and dispatch reports. Checks defined criteria and appropriate clearances of data files.
- Reviews case entries prior to processing for appropriate documentation, serial number, and approval by higher-level agents or specialists.
- Assists with analyzing information to ensure adherence to established requirements for entering data into the law enforcement computer system, and gather, assemble, and analyze facts to draw conclusions and devise solutions.
- Assists with establishing protocols for incoming data, organize computerized data sets, and retrieves computerized data.
- Assists with the planning, review, and reporting of data/statistical results of program or project studies.
- 9​​​ Maintains automated systems of program-specific data to track suspense on items, such as project milestones, progress reports, and etc. Exchanges and develops information, and assists with making recommendations about inconsistent data, such as proposing validation steps for entering and retrieving information from enforcement case files and program materials to boost the accuracy of program reports.
- Collects program information from technical specialists, entering it into a variety of electronic information systems,searching for related information, and retrieving all relevant data; extracting and reviewing a considerable volume of information to arrive at an end product; and consolidating the information into standard reporting formats.
- Coordinates meetings within Branch or District, and the Region, including scheduling conference rooms and the conference line and sending out invites to all participants.
- Coordinates to ensure that staff members are present at meetings and brief the participants before meetings occur.
- Performs ESTT coordinator duties, keeping in communication with personnel throughout the region to ensure tasks are completed on time.
- Creates internal ESTT tasks for Branch or District,, compiling the data gathered from these tasks and creating reports.Performs miscellaneous duties associated with administrative support tasks.
- Coordinates the use of the Conference Rooms with FPS personnel and/or outside agencies/other stakeholders.
- As required by Task Manager, assists Law Enforcement and Security Program Manager in the dissemination of completed facility security assessment documents to include downloading of electronic documents; binding packages; shipping to the location of origin; and retaining accountability of released material.
- As required by the Task Manager, maintains a Regional record file system for the storage of original's prepared by LawEnforcement personnel and Protective Security Officers throughout the Region.
- As required by the Task Manager, collects information from Inspectors, technical specialists and program managers for input into a variety of electronic information systems; queries required data for transformation into standard reporting format for usage by program managers.
- As required by the Task Manager, utilizes existing directives, regulations, guidelines and handbooks to assist with the implementation of the National Security Countermeasures Program updates of existing requirements to ensure program compliance.
- As required by the Task Manager, posts the national countermeasures inventory list and missing 3155 Incident Reports to the Regional RMB SharePoint site for region-wide visibility
- As required by the Task Manager, assists in maintaining a current and accurate inventory of security systems,magnetometers and X-ray machines throughout Region 4.
- As required by the Task Manager, assists in development of unfunded security countermeasure requirements which will be submitted to FPS Headquarters’ Acquisition Review Board.
- As required by the Task Manager, maintains automated systems of program-specific data to track suspense’s on items such as project milestones, the status of programs and workloads, progress reports, funding accomplishments, compliance strategies,etc.: this data is forwarded to higher-level agents or specialists.
- Drafts special research requests for review.
- As required by the Task Manager, supports program data collection from technical specialists, entering data into a variety of electronic information systems, searching for related information, and retrieving all relevant data; extracting and reviewing a considerable volume of information to arrive at an end product; and consolidating the information into draft standard reporting formats.
- Supports the conduct of unique queries of considerable difficulty to extract data from a broad range of law enforcement,compliance, and/or inspection computer systems.
- Supports analysis of information to ensure adherence to established requirements for entering data into the law enforcement computer systems. Information is gathered, assembled, and analyzed in order to draw conclusions and devise Recommended solutions.
- Supports establishment of protocols for incoming data, organizing computerized data sets, and retrieving computerized data.
- Supports planning, reviewing, and reporting of data/statistical results of program or project studies
- Maintains automated systems of program-specific data to track suspense on items such as project milestones, the status of programs and workloads, progress reports, funding accomplishments, compliance strategies, and other program related duties.
- Provides back-up for Executive Assistant.
- Collects program information from technical specialists, enters data into a variety of electronic information systems, searches for related information, and retrieves all relevant data; extracts and reviews large volumes of information to arrive at an end product; and consolidates the information into standard reporting formats.
• Conducts unique queries of considerable difficulty to extract data from a broad range of law enforcement, compliance,and/or inspection computer systems.
• Performs administrative and clerical support functions, rectifies problems, and serves as liaison to Mission Support staff in order to answer questions concerning office supply procurement and office service procedures.
• Answers phone calls and emails from within the region, responding to procedural questions with personal knowledge of programs (i.e. Concur, WebTA, SharePoint), and coordinates with the appropriate staff members to handle technical inquiries.
• Provides assistance to Mission Support Branch staff, including the financial management staff, CORs, Regional Property Officer, Regional VCO, Human Capital liaison, etc. Administrative duties include, but will not be limited to, drafting letters, filing, scanning and emailing documents to the appropriate regional or Headquarters staff, compiling/updating reports, etc.
• Assists the SIP and ABC coordinator with yearly reports, including gathering and compiling information for required reports.
• Acts as travel coordinator for Mission Support Branch Chief.
• Acts as office supply coordinator for Mission Support Branch.
Education and Experience.
- An AA, BS or BA degree is highly preferred however, five (5) years of experience as an Administrative Assistant/Secretary assisting Administrators at/or equivalent to the GS-12 and GS-13 grade level will be required in lieu of the degree.
- Contract employees must possess five years of work experience, with the knowledge and skill of general office operations and procedures.
- It is desired that Contract employees possess practical knowledge of the organization, including the understanding of operational relationships between offices and organizational levels.
- Contract employees must have the ability to use a personal computer and various software applications,including (but not limited to):
- Databases used to track organizational information.
- Accurate typing skills with a minimum speed of 40 words per minute
- Proficiency in Microsoft Office computer software applications, including Word, Excel, PowerPoint, SharePoint, Visio and Access.
- Establishment and maintenance of a comprehensive file system.
- The contract employees must possess knowledge of procedures to formulate, compile, and organize documents and reports
- The contract employees shall participate in annual training requirements, including ethics training, and attending conferences as necessary
- The contract employee must possess knowledge and skill in oral communication and interpersonal skills.
- The contract employee must possess knowledge and skill in written communication.
- The contract employee must possess the ability to coordinate varied administrative projects simultaneously.
- The contract employee must possess problem solving skills and be able to conduct independent
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