Lead Administrative Assistant

Location: Brunswick, GA
Date Posted: 03-30-2018
ADMINISTRATIVE ASSISTANT (LEAD)
 
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 senior executives in effectively managing programmatic, schedule, and technical risks.
 
Position Summary:
TeleSolv is seeking a Lead Administrative Assistant to support a Federal project in Brunswick, GA.  The individual will serve in a dual role as Team Lead and Administrative Assistant.  Duties and responsibilities include but are not limited to: 
  • Prepares contractor staff duty/work schedules.
  • Makes contractor staff duty/work assignments.
  • Has responsibility for ensuring contractor staff reports to work as required.
  • Notifies assigned COR of scheduled and unscheduled contractor staff absences.
  • Approves/Disapproves contractor staff leave requests.
  • Works with assigned COR for approval on contractor staff travel requests.
  • Communicates with the assigned COR regularly.
  • Provides assigned COR with weekly activity reports of the contractor staff.
  • Provides assigned COR with resolutions to identify contractor staff performance issues.
  • Has full authority from the contractor to act on behalf of the contractor to address performance shortfalls as required.
  • Prepares and updates as required "Job Books" detailing the Administrative Assistants’ routine duties.
  • Ensures that incoming contractors are trained to meet the daily needs of the customer.
  • Assists with overflow work when needed.
  • Maintains office policies and procedures as needed.
  • Oversees planning, implementation and tracking of projects. 
In addition to the tasks above, the Lead Administrative Assistant shall also perform the following tasks:
 
Provides logistical support for the Customer which includes but is not limited to: 
  • Orders office and student supplies;
  • Scheduling of classrooms and other facilities;
  • Arranges the shipment of class supplies to the students’ home station after successful graduation from courses;
  • Plans and executes graduation ceremonies, which include facility coordination, travel arrangements for guests and the production of certificates of graduation. 
  • Provides guidance to students for the completion of student forms ranging from student contract data forms to new hire onboarding student forms.
  • Completes verification and audit of student forms for accuracy and completeness prior to submittal to other Customer offices.
  • Edits all incoming and outgoing documents.
  • Maintains confidentiality of information.
  • Assists the Subject Matter Experts (SME) in the development of policy documents.
  • Assists staff instructors and guest instructors with logistical support, classroom supplies, clearances, and travel arrangements.  The contractor shall provide support through Student Services for requesting student transcripts and course syllabi.
  • Prepares classrooms for training programs to include classroom set up.
  • Prepares correspondence, letters and memos from hard copy, using form letters, and/or drafting content as requested.
  • Prepares, edits and assembles reports required for meetings and presentations.
  • Coordinates meetings and conferences.  Gathers appropriate information, prepares agendas and reports summarizing items discussed during these meetings.  Follow up on action items to ensure that the Chiefs/Managers are fully briefed on issues of concern.
  • Prepares and distributes meeting agendas and meeting minutes and provide timely and comprehensive communication between involved parties.
  • Works effectively with other branches and divisions within the organization to accomplish tasks.
  • Provides assistance, as needed, with special projects.
  • Obtains necessary information from appropriate source(s) to complete assigned tasks and share information with others as needed.
  • Researches, verifies and compiles information to provide full subject coverage.
  • Assists with the revision and preparation of training materials.
  • Develops and edits regularly scheduled draft status reports, as requested by the Customer.
  • Confers with senior managers and operating offices regarding incoming inquiries, establishing deadlines, compiling information, and preparing resulting correspondence for signature of the Customer.
  • Manages and compiles Workman's Comp Files for students and staff.
  • Corresponds with Regional personnel and Regional Training Program Managers (RTPMs) to retrieve data for reports, retrieve roster data and registration information.
  • Works within various Learning Management Systems or other software systems for the tracking, registering, managing training or other training related activities owned by the Customer and/or other agencies.
Records Management Efforts: 
  • Organizes, maintains and files official records (Class and student records).
  • Maintains all the division's files following a logical system so that others are able to file and easily retrieve documents.
  • Establishes and maintains purchase card folders and correspondence in support of the Customer.
  • Establishes, maintains, and monitors a variety of records and statistical data regarding the administrative services provided by the division.
  • Other ad hoc assignments, as determined.
Skills and Knowledge Required:

The Contractor personnel must possess the following required skills:
  • Proficiency in various software applications to include: Microsoft Office Products (Word, Excel, Access, Power Point and Outlook);
  • Functional knowledge and competency with contemporary office machines (i.e. copier, fax machine, scanner, etc.);
  • Proficient in searching and obtaining documents from the Internet; ability to conduct detailed research and analysis of technical and cost data;
  • Effectively communicate orally and in writing to include Government style correspondence and reports at a senior level;
  • Ability to work effectively with other managers, team members and support personnel;
  • Ability to effectively manage several projects at one time and must be motivated and seek new assignments and follow through independently on assignments.
Education Requirements:  Minimum of High School Diploma required.
Minimum Experience Requirement: Minimum of four (4) years of administrative experience performing similar tasks.
Desired Experience: Experience working in a federal government environment, including budget, acquisition, purchase card programs, federal government pay, and travel regulations and systems is desired.
 
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