Administrative Assistant
GenQuest Inc. - Oak Ridge, TN

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Administrative/Office Support:
Coordinates administrative support with the Manager’s administrative assistant to provide coverage during periods of the Federal administrative assistant’s absence. Answers incoming telephone calls. Directs incoming calls to appropriate personnel or takes messages as appropriate. Performs word processing, scanning, digital sending and faxing services that involve processing classified and unclassified correspondence on microcomputers or other automated equipment. All classified work shall be processed and handled according to approved security procedures. Proofreads all prepared documentation that includes correcting all spelling, grammatical, punctuation, and formatting errors. Provides document duplicating services as required. Serves as the records custodian for the area supported. The employee shall work with the Records Manager to ensure proper archiving, inventory, disposition, and destruction of records. Shreds and recycles documents as required. Schedules conference rooms, appointments, and meetings as required; including processing visitor access requirements, as applicable. Calls in maintenance on office equipment that has existing service contracts. For equipment not covered by existing service contract, contacts appropriate personnel. Prepares, receives, and stores classified documents in accordance with customer orders and manuals. Maintains or provides input to correspondence logs and various data bases, such as ePegasus and Universal Records Manager (URM), that detail receipt or dispatch dates, suspense dates, identifying document characteristics, project management correspondence, training, and file location, etc. Prepares presentation material, databases, and reports requiring expert skills in using MS PowerPoint, WORD, Excel, Visio, and other current versions of software utilized by the site office to include bar/pie charts, text charts, flow charts, calendars, etc. Maintains tracking systems to manage a variety of action items such as Inspector General, General Accounting Office, and other audit reports, internal control assessments, periodic reports, calendars, etc. The employee shall use tracking systems available or as may be directed by the contracting officer. Maintain a calendar of planned conferences, meetings (i.e., telephone VTC), program reviews, etc., to ensure availability of facilities and equipment. Provides general administrative assistance as needed. Coordinates travel planning and documentation required for federal employees through the current travel management systems. Maintains and distributes the Code of Federal Regulations as needed.

Mailroom Operations:
Provides document services as the trusted agent for the office. This includes receiving, recording, reviewing, destroying, and transmitting marked classified documents. The employee shall be responsible for ensuring that documents have the appropriate markings, need to know, and general compliance with current directives and policy. Obtains and maintains certification of access to the Safeguards and Security Information Management System (SSIMS) to ensure only authorized addresses are utilized for mailing classified material. Manages the Mail Distribution Center. Receives and reviews all incoming external and internal correspondence and materials to determine appropriate routing for mailroom distribution boxes. The employee shall be responsible for preparing outgoing correspondence to include the maintenance of records of certified, registered, and express mail. Ensures packages and mail complies with existing U.S. Postal regulations. Maintains office supplies. Serves as the point of contact for ordering office supplies, maintaining stocks, and adjusting inventories as required. Serves as the Federal Express (FEDEX) point of contact. Maintains FEDEX database, prepares items for shipment, and ensures compliance with FEDEX and customer policies related to express delivery of documents. The employee shall be responsible for the preparation of documentation for payment submission. Issues property passes, as needed, for customer equipment to be taken off site. The records will be maintained of the issuance in accordance with established procedures by the manager. Collects and provides disposition of classified and unclassified sensitive documents for destruction in accordance with customer guidance. Opens, date stamps, and distribute incoming mail to appropriate mailroom distribution boxes whether internal or external to the site office. Maintains classified documents in safe until they are picked up by addressee or proper organization.

Video Conference Facility Operations:
Maintains the schedule of videoconferences for the customer which includes notification of videoconferences and set up of facilities. Ensure only unclassified videoconferences are scheduled. Contacts customer and external points of contact who will be participating via email and phone. Maintains a schedule of conference room meetings to ensure that proposed videoconference dates and times do not conflict with other meetings and events. Coordinates resolution of scheduling or problems encountered with the Manager’s Administrative Assistant or appropriate office points of contact. Provides set up support of videoconference equipment prior to scheduled conferences. Ensures appropriate forms are on hand for sign in of participants. Ensure all the records are maintained on all set of completed videoconference forms. Ensures videoconference equipment is secured after scheduled videoconferences are completed. Provides administrative support in preparing and maintaining the contract, contract modifications, and publishing the conformed version.

Skill set
The employee shall have access to classified material and work in a restricted area and shall be able to obtain and hold a “Q” clearance. Additionally, all employees may be subject to random drug testing.

Employee must be able to perform all functions of the position.

GenQuest Inc. - 15 months ago - save job
About this company
GenQuest's award-winning team of project managers, course developers, instructors, programmers, mediators, facilitators, and event planners...