Administrative Assistant Washington, DC (ID#13288) **SECRET SECURITY CLEARANCE REQUIRED**
The purpose of the task order is to provide a professional service employee to provide administrative support services to the domestic Bureau of East Asian and Pacific Affairs (EAP). The primary objective is to provide contractor administrative services and deliverables through performance as an Administrative Assistant level Secretary as it relate to the Bureau’s mission.
ESSENTIAL DUTIES AND RESPONSIBILITIES
The position is required to provide administrative support services as outlined below to efficiently and effectively support the program management of the Bureau of East Asian and Pacific Affairs of the Department of State.
Use great judgment and initiative to determine the approach or action to take in non-routine situations.
Interpret and adapts guidelines, including unwritten policies, precedents, and practices, which are not always completely applicable to changing situations.
Based on a knowledge of the supervisor's views, compose correspondence on own initiative about administrative matters and general office policies for supervisor's approval
Anticipate and prepares materials needed by the supervisor for conferences, correspondence, appointments, meetings, telephone calls, etc., and informs supervisor on matters to be considered;
Read publications, regulations, and directives and takes action or refers those that are important to the supervisor and staff
Prepare special or one-time reports, summaries, or replies to inquiries, selecting relevant information from a variety of sources such as reports, documents, correspondence, other offices, etc., under general directions
Requests information needed from other Department offices for periodic or special conferences, reports, inquiries, etc.
Handle a wide variety of situations and conflicts involving the clerical or administrative functions of the office, which often cannot be brought to the attention of the Director and Deputy Director.
The Director and Deputy Director set the overall objectives of the work. Administrative Assistant may participate in developing the work deadlines.
Composes correspondence requiring some understanding of technical matters;
May sign for Director or Deputy Director when technical or policy content has been authorized;
On own initiative, arranges for staff member to represent organization at conferences and meetings, establishes appointment priorities, or reschedules or refuses appointments or invitations;
Reads outgoing correspondence for approval by the Director or Deputy Director and alerts writers to any conflict with the file or departure from policies or office viewpoints; gives advice to resolve the problems;
Summarizes the content of incoming materials, specially gathered information, or meetings to assist executive; coordinates the new information with background office sources; draws attention to important parts or conflicts;
In the absence of the Director or Deputy Director, ensures that requests for action or information are relayed to the appropriate staff member; as needed, interprets request and helps implement action; makes sure that information is furnished in timely manner; decides whether executive should be notified of important or emergency matters;
Assists with orienting new employees including interns, maintains office seating chart, and updates contact information;
Assists with travel for office members and visa letters for USG officials;
Drafts and send permission cables for Ambassadors/Consul General Hong Kong to be absent from post;
Orders office supplies, maintains shredder and submits copier readings
Time and attendance
EDUCATON AND EXPERIENCE
High School diploma or equivalent required;
8-10 years of administrative/receptionist experience required;
Excellent customer service and multi-tasking skills.
Controlled climate office environment.
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We are an equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected Veteran status, gender identity and sexual orientation. If you’d like more information about your EEO rights as an applicant under the law, please visit the following two sites:
If you are an individual with a disability and require a reasonable accommodation to complete any part of the application process, or are limited in the ability or unable to access or use this online application process and need an alternative method for applying, you may e-mail CNB.Compliance@cn-bus.com for assistance. This email address is for accommodation requests only and cannot be used to inquire about the application process or status.
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