Administrative Assistant IV

IBEX IT Business Experts•Washington, DC

4d•$35 - $35•Onsite

About The Position

IBEX IT Business Experts, LLC is looking for an Administrative Support IV to provide basic technical and administrative day-to-day support services. The candidate shall have knowledge and demonstrated experience in the administrative area. Additionally, the individual shall have demonstrated knowledge of Federal Government office policies, processes and procedures, and the ability to quickly grasp newly assigned processes and procedures, to include performing complex administrative, clerical and related duties in support of a specific Government team, event, or individual. Possesses strong written and oral communication skills, able to apply sound business judgment, and has the ability to be resourceful, creative, and a problem solver. The Administrative Support II shall have a thorough knowledge of correspondence protocol, to include both utilizing correspondence software tools, and hard copy correspondence packages. The individual shall be able to work independently in the absence of specific instructions on a number of tasks with a high degree of speed using organizational skills, and perform these duties with demonstrated ability to maintain effective relations with clients and staff (on-site and remote), exercise confidentiality, discretion, and demonstrate strong customer service skills. Office front desk support may also be required. Additionally, is flexible in adapting to deadlines and changing priorities.

Requirements

Must be a US Citizen
Minimum Education: High School Graduate or General Education Diploma (GED).
Four years of experience performing office administration duties without day-to-day direction.
Ability to pass a Federal Government security/background check and a drug check.
Accurate typing of at least 35 wpm.
Proficient in the use of current Microsoft products such as PowerPoint, Word, Excel, Outlook, Skype, Access, SQL, SharePoint, current web browsers (i.e. Internet Explorer, Edge, Google Chrome, etc.), Adobe Acrobat, and scheduling/navigating conference applications (i.e. Adobe Connect, PolyCom VTC), automated administrative tracking management systems (i.e. travel management, time and attendance), and other work-related data entry systems.
Highly proficient in grammar, spelling punctuation, and preparation of standard/ executive level office documents.
Experience with standard operating procedures, documents, and general guidance to facilitate the effectiveness and efficient operations of various M60 programs.
Familiarity with the Government Style Manual.
Experience with maintaining various M60 SharePoint sites. The Contractor shall work with M-60 staff to ensure that documents are presented in a user friendly and easily accessible manner for the intended audiences.
Experience with Government Federal Acquisition Regulation (FAR) Demonstrated experience communicating with individuals at all levels, both orally and in writing.
Must possess communicative skills (verbal & nonverbal).
Must possess strong organizational skills.
Valid COVID-19 Vaccination may be required. COVID-19 vaccination may be required of covered contractor employees; exceptions will be provided in limited circumstances, where an employee is legally entitled to accommodation
Proven ability to produce quality work under deadlines.

Responsibilities

Type correspondence, reports, records, and technical papers. This may include tables, charts, graphs, and presentations as well as various government forms such as requisition forms.
Proofread outgoing correspondence to ensure proper format and conformance with procedural instructions, screen for grammar, spelling errors, punctuation, and content. Determine that all necessary incoming and background material is attached to the file.
Reply to general inquiries that do not require technical knowledge of programs under the control of the requesting office. These replies may consist of letters of acknowledgement, acceptance of invitations and cancellations. Follow up on routine correspondence of a non-technical nature in the executive’s name or in his or her own name as secretary to the executive.
Search for, assemble, and summarize information from management systems, files and other documents as requested by the executive or office staff in order to reply to correspondence, prepare reports, briefing papers, etc.
Arrange meetings and conferences to include the following: locating facilities, room reservations, scheduling, arranging call-in numbers and/or webinar registration details, notifying all participants, and assembling materials to be handed out at meetings and conferences, and/or distributing electronically for conference calls and webinars.
Assist in the preparation of agendas for meetings, contact attendees of meetings, prepare correspondence and minutes of meetings, and distribute these materials.
Make travel arrangements for personnel as requested. This may include hotel and rental car reservations, plane and train tickets, travel advances, travel authorization requests, travel vouchers, and itineraries.
Fleet Management - Performs, various responsibilities driving Government owned vehicle, submit periodic reports to GSA, coordination of services and purchases with GSA (GOVs Maintenance, licensing/registration, mileage reporting, fuel reports, E¬85 special reporting)
Maintain assigned office calendars and schedules, appointments, and meetings based upon own initiative through personal knowledge of workload and current issues of importance. Remind assigned Government staff of appointments and brief them on matters to be considered before the scheduled meeting. On own initiative, reschedule staff appointments when their schedules change; and
Manage designated executive’s office files, which may involve establishing new files and disposing of outdated or otherwise unneeded records.
Perform other duties as assigned.