POSITION TITLE: Administrative Assistant
LOCATION: Remote from Austin, Texas
SECURITY LEVEL: BI / High
GENERAL POSITION DESCRIPTION:
The Contractor shall provide support to the NSD within the Resource Management administrative staff with day-to-day clerical and administrative duties such as: posting timecards accurately and timely; adequately monitoring Service e-mailbox; timely distribution of mail, both paper and e-mail; developing travel and training documents timely; and copying and reproduction. Support shall be provided for up to 200 staff members. There are currently 126 staff members.
The Candidate shall:
Post timecards daily and close them out biweekly, due the end of each pay period.
Review timecards that cannot be processed because of inaccuracies; if required, contact the employee or the employee's supervisor to resolve. Perform daily research and correction of discrepancies for employees.
Schedule appointments, coordinate meetings and reserve conference space for personnel as well as performing meeting set-up and other coordination activities.
New, recurring, rescheduling or cancellation of meetings and/or appointments shall be scheduled the same day the request is received.
Establish and maintain interoffice correspondence and administrative filing system for the Service with an internal administrative control. Ensure that new information is added to administrative files and employee database in a timely manner and proper disposition of outdated file materials or transfer files to inactive storage.
Prepare and maintain operating and desk procedures, methods, standards, policy memoranda and techniques concerning administrative procedures within the Service and recommend required changes and adjustment to assure proper and adequate accomplishment of Service goals and objectives. Maintain the Service e-mail box taking timely appropriate action on each message.
Prepare, edit and/or conduct quality reviews for recurring and one-time reports, suspense items, date sensitive actions and correspondence required for the various functions of the Service. Ensure final documents are routed or mailed to the designated source(s) after receipt of all required concurrence/approvals.
Answer the telephone, take messages, respond to routine inquiries, and direct calls to appropriate staff. Copy, bind, and collate documents and ensure proper distribution and mailing.
Make complete Government travel arrangements for executive staff and assist employees of the NSD as needed. The travel arrangements include preparing travel requests, making reservations for rooms, making airline flight reservations, reserving rental cars and other travel related items. Upon completion of travel, complete executive staff's and assist with employees' travel voucher to include: mileage calculation, adherence to proper format, obtaining appropriate finance and supervisor's approval. The travel voucher shall be finalized by NSD employees after all steps have been taken.
Obtain and monitor the use of services/supplies for NSD. Provide general supply services such as obtaining standard office supplies and services, procuring or justifying the full range of office services, or answering questions concerning policies and procedures related to support office services. Ascertain the need of subordinate offices and coordinate the procurement of office supplies to meet the Service's needs.
Supply reports, correspondence and fact sheets for use by officials in support of their decision making.