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Administrative Assistant

Washington, DC · Administrative
Since its founding in 2000, TeleSolv Consulting has been committed to helping organizations solve complex problems. Our solutions integrate sound management principles with the most appropriate technologies to assist, guide, and support business operations. 

Administrative Assistant 

Handles 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 program manager; the program manager sets the overall objectives of the work. The administrative assistant may participate in developing the work deadlines. Duties include or are comparable to the following:
  • Composes correspondence requiring some understanding of technical matters; may sign for program manager when technical or policy content has been authorized
  • Meeting notes made by the program manager during meetings and arranges for staff implementation. 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 the program manager’s approval and alerts writers to any conflict with the file or departure from policies or program manager’s viewpoints;  gives advice to resolve the problems
  • Summarizes the content of incoming materials, specially gathered information, or meetings to assist the program manager; coordinates the new information with  background office sources; draws attention to important parts or conflicts
  • In the program manager’s absence 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 program manager should be notified of important or emergency matters. Provide backup support for other administrative support staff, both contractor and Federal employees
  • Utilize and operates the phone system; screens calls for the direct report in accordance with established procedures and as directed by the COR; take detailed messages; answer telephone calls for individuals who are not available or out of the office and determine appropriate action.
  • Based on a knowledge of the supervisor's views, composes correspondence on own initiative about administrative matters and general office policies for supervisor's approval
  • Anticipates 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
  • Prepares 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; and Advises secretaries in subordinate offices on new procedures; requests information needed from the subordinate office(s) for periodic or special conferences, reports, inquiries etc.
  • Shifts clerical staff to accommodate workload needs. Prepare correspondence in final form from draft or handwritten material, letters, memorandums, forms, reports, studies, vacancy announcements, position descriptions, specifications, legal documents, and other types of documents
  • Review documents to ensure compliance with GSA guidelines and procedures, and standards for spelling, grammar, punctuation, and format prior to finalizing
  • Ensure all enclosures, attachments, courtesy copies, and blind copies are included with outgoing correspondence and make copies as necessary
  •  Maintain suspense records on action items and follow up to ensure timely reply and/or action
  • Make travel arrangements considering regulations, routes, cost containment, availability and conveyance. Complete travel forms and/or enter in electronic travel system. 
  • Notify personnel of travel arrangements and prepare written itineraries; Make arrangements for training and complete training forms
  • Make arrangements for conferences and meetings, including scheduling appointments and assembling background materials; maintain conference room calendar of scheduled meetings; and ensure conference rooms and lobby areas are properly arranged.  Input electronic time and attendance reports
  • File documents, correspondence, forms, etc. Update and organize existing files; Close out files and prepare to move to records center or other storage; Schedule vehicles which are available from the motor pool; Receive and distribute faxes to employees.
  • Process overnight mail; Maintain current telephone listings and employee  distribution lists
  • Review all incoming correspondence to determine proper routing; establish and maintain working files; draft a variety of correspondence or documentation from oral instruction or rough draft; and other administrative support functions as required by GSA organizations.
  • Assist with initiating  GSA Request for Personnel Action  (RPA).
 
The position requires a high level of computer skills, written communication and well spoken, due to the customer interaction; Assist with locating available times slots, dates, rooms and making reservations for configurable conference rooms; Email request for completed Google forms for all pending requests with no conflicts; Deny pending requests with conflicts and e- mail users; Review form submissions for accuracy and e-mailing users for corrected information as needed; Approve pending request upon acceptance of form (includes adding requested set up to pending request before approval. On a weekly basis, download set up worksheets for the following week and reformat as necessary for issuance to GSA customers, movers and onsite POC; Update movers, onsite POC and GSA customers, as necessary with cancellations, new reservations and changed set ups and; Answer user questions about room specifics.


Required expierence: 
Minimum of 4 years of administrative assistant relevant experience
 
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