Location: Washington, DC
FT/PT Status: Temporary
The Administrative Assistant position serves as confidential, administrative and personal assistant to the Office of Inspector General with full responsibility for the administrative and operational details involved in the management of the office.
The Administrative Assistant:
A qualified candidate will have:
- Establishes and maintains procedures for a smooth, rapid flow of work into and from the office.
- Ensures prompt attention to FTC priority matters. Based upon office standards,assigns correspondence to appropriate staff members, and tracks replies and other necessary actions.
- Personally drafts replies to non-legal correspondence directed to the OIG.
- Plans, organizes, and directs office actives, ensuring restrictions are met for all expenditures. Coordinates the purchase of supplies. Coordinates furniture and equipment needs with appropriate departments. Ensures adequate space and equipment is available for contractors to use when working on-site.
- Receives and reads incoming correspondence directed to the OIG, and determines appropriate processing. With proper notation, routes correspondence to appropriate staff for disposition. Reviews replies for content and conformance with established policy and grammatical correctness.
- Receives incoming telephone calls to the OIG and determines the nature of the call and the need of the caller and handles hotline callers. Handles the Inspector General's contacts with outside organizations, both political and professional. Deals with all substantive issues involving those organizations, including those where the Inspector General is a member of the organization or Committee; provides advice to those organizations with respect to policy and budgetary decisions which reflect the Inspector General's views.
- Coordinates OIG press activities with the Office of Public Affairs, including arranging opportunities for the Inspector General to meet with members of the media in Washington, D.C.
- Initiates follow-up action as a result of decisions reached by the Inspector General. Acts as liaison between the Inspector General and various bureaus and offices of the Commission.
- Works closely with OIG audit staff and the Inspector General to prepare and tabulate audit survey results. Uses PC graphic packages to develop charts, graphs and schedules that help to exhibit audit outcomes. Assists the audit manager in maintaining audit work papers and ensuring that audit manual revisions are up-to-date.
- Assists the Inspector General in writing speeches and arriving at decisions by securing information and data from sources within the Commission such as the library, bureaus, various offices and individuals of the agency who might be cognizant of the needs of the Inspector General. Contacts outside sources for data not available at the Commission. Also maintains an up-to-date library of all required reference material.
- Surveys commercial and trade publications and other releases for articles relating to OIG matters and decisions which require the personal attention of the Inspector General.
- Processes employment applications made directly with the Inspector General by referring the person to the appropriate office or arranging interviews with the proper officials.
- Coordinates the use of computer, fax, printers and copy equipment in the office. Tracks cases and retrieves material from other systems. Work with the webmaster to maintain up to date information on the OIG web site. Coordinate with the Office of Information Technology to plan and coordinate future office automation needs.
- Knowledge of Federal Trade Commission statutes, regulations, Rules of Practice, agency procedural manuals, and the organization of the Commission in order to determine and consult with appropriate offices concerning specific subject matter areas.
- Knowledge of the duties, priorities and commitments of the Inspector General, the Inspector General's policies and program goals for the Office, in accordance with the Inspector General Act of 1978, as amended.
- Skill in interacting with investigative and enforcement officials, the public and all levels of Commission management and technical personnel.
- Skill in office management. Ability to adapt to procedures, devise procedures or modify standards that significantly improve workflow.
- Ability to research and collect factual data using a variety of reference sources.
- Knowledge of grammar, spelling, punctuation, capitalization, common legal and economic terminology and required document formats to proofread correspondence, reports, and directives.
- Knowledge of administrative procedures, rules and regulations related to travel, procurement, personnel and other general administrative services.
- Knowledge of and skill in using computerized word and data processing equipment. A qualified typist is required.
- While performing the duties of this job the employee is regularly required to sit and use hands to finger, handle, or feel while typing at a computer keyboard.
- The employee is occasionally required to stand, walk, reach, or lift objects up to 10 pounds.
- The employee is frequently required to talk or hear. The vision requirements include: close vision.
Catapult Consultants is an Equal Opportunity Employer. We believe that every employee has the right to work in a dignified work environment free from all forms of discrimination and harassment. It’s our policy to recruit, employ, retain, compensate, train, promote, discipline, terminate and otherwise treat all employees and job applicants based solely on qualifications, performance, and competence. This policy reflects our belief that providing equal opportunities for all employees is a both our legal and moral responsibility, and good management practice.
All employees and applicants are treated without regard to age, sex, color, religion, race, national origin, citizenship, veteran status, current or future military status, sexual orientation, gender identification, marital or familial status, disability or any other status protected by law.
The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.