Administrative Assistant II (Temporary)

Akima, LLC

2d•Onsite

About The Position

Tuvli, an Akima company, is hiring for an Admin Assistant II to support our DoS client located in Washington, DC. This role provides comprehensive administrative support, managing correspondence, coordinating meetings, maintaining records, and ensuring efficient office operations. The position requires a proactive individual with strong organizational and communication skills, proficiency in Microsoft Office Suite and SharePoint, and the ability to work independently and as part of a team.

Requirements

Knowledge of Microsoft Office software (Excel, Word, PowerPoint, Access, etc.).
Familiarity with SharePoint maintenance, development, and permissions administration.
Excellent organizational, communication and writing skills.
Strong analytical and reasoning skills.
Demonstrated proactive approach to problem-solving with strong decision-making capability.
Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
Highly resourceful team-player, with the ability to also be extremely effective independently.
Forward looking thinker, who actively seeks opportunities and proposes solutions.
Ability to quickly identify and become knowledgeable about pertinent regulations, policies and precedents which affect the use of support resources.
Ability to plan and conduct projects to evaluate and recommend ways to improve the effectiveness and efficiency of work operations.
Ability to interact effectively with others in particular, colleagues and personnel at various Department levels.
Audio and Video Conferencing, through such media as WebEx, Teams or other means as needed.
Secret Clearance.

Nice To Haves

At least one year experience working as an Administrative Assistant is preferable.

Responsibilities

Provides administrative support, including making travel arrangements, office logistics, supply inventory, and other special administrative support as required by the Directorate.
Handles incoming/outgoing correspondence, reviews and distributes incoming correspondence to appropriate action officers or staff; collects and reviews outgoing correspondence for neatness, accuracy and proper handling and maintains related office chronological file.
Escorts personnel as required.
Establishes and maintains official files on specific subject matters.
Assists with coordinating meetings, scheduling conference rooms, monitoring leave for staff personnel, ordering supplies, and other administrative duties.
Works with the CA Special Assistants to monitor internal tasks, deadlines, and deliverables.
Assigns taskings from the Front Office to FPP staff, submits papers drafted by FPP staff for relevant internal and external clearances.
Ensures a seamless and timely flow of information, policy guidance and advice between the CA front office and the affected supervisors and members of the FPP staff.
Ensures the requisite clearance(s) and timely response by the responsible members of the FPP staff on formally tasked action items required by the Office of the Assistant Secretary.
Enters all forms of correspondence in final form including cables, memorandums, letters, briefing papers, etc.
Ensures all FPP-drafted products comply with Bureau and Department grammar rules and style guidelines.
Tracks status of all incoming and outgoing clearance requests and provides FPP management with daily updates on the status of paper.
Receives and screens telephone calls and visitors; follows up to ensure necessary action is initiated and subsequently works to assure that such action is completed as quickly as possible, as applicable and appropriate.
Maintains the calendar for office management by arranging and scheduling appointments, handling all meeting request, and providing calendar information to management on a daily basis.
Prepares meeting briefs to managers indicating appointment purpose and providing any relevant background data.
Record minutes from meetings and prepares briefings materials.
Serves as a time and attendance (T&A) administrator; prepares and maintains T&A report; maintains and monitors office leave schedule as directed by the COR and/or GTM.
Performs other appropriate administrative assignments such as document replication, ordering office supplies, inventorying office supplies, and other administrative duties as assigned.
Maintains work area in a professional manner at all times (work area must be clean, presentable, and organized, per COR guidance).
Ensures automation equipment is operational (paper in the copier/fax machine, changes out printer ink cartridges, calls in work orders).
Assists with setting up conference calls, coordinating with IT personal to setup conferences requiring IT support.
Assists with prepping conference rooms before and after social events and official events during the workday.
Assists with setting up and cleaning up official office events.
Prepares for incoming staff (arranges Meet and Greets with new CA/C or FPP staff and set them up with necessary accesses including building and IT items).
Creates standard operating procedures related to office administration.
Updates office management information (seating charts, phone lists, welcome book, etc.).
Coordinates badge access for CA/EX employees.
Submits GSD Tracker/Ariba requests.
Coordinates travel and processes vouchers for: FPP employees and FPP employees in E2.
Assists managers in evaluations process via Performance Now.
Reviews and updates CAWeb, highlighting best practices in web management and design.
Maintains internal-facing clearance queue and SharePoint sites, making updates as requested by FPP management.
Serves as the MS Office 365 Suite expert and works to improve accessibility, archives, and functionality; provides regular training and briefings on the use of MS Office 365 Suite to manage paper flow to staff within and outside the Bureau.
Uses a high degree of independent judgment in researching regulations, and in determining the relationship between guidelines and organizational efficiency and program effectiveness; uses his or her judgment in choosing, interpreting, or adapting available guidelines to specific issues or subjects.
Lead, develop and/or execute various projects to improve FPP administrative operations and effectiveness. Activities include conducting research, collaborating with developers to improve system functions (i.e., Microsoft SharePoint), reporting on topics/projects, making recommendations, and providing information.