III - Alexandria, VA

VetJobs•Alexandria, VA

3d•Onsite

About The Position

Under general supervision, the Administrative Assistant provides clerical and administrative/secretarial support to management and a department or staff. The role performs general office duties, including answering and screening telephone calls; scheduling appointments and meetings; processing mail and faxes; preparing correspondence; collecting, compiling, and analyzing information and data; performing calculations and analyses; investigating questionable areas and making administrative decisions; maintaining office supplies and department files; and entering data and maintaining department databases. Duties may also include processing expense reports and invoices, budget tracking, handling confidential records and information, and arranging travel. The position requires considerable discretion and may include guiding and assisting less experienced office support staff. It provides typing and word-processing support and regularly uses word-processing, spreadsheet, graphics, and presentation software. The posting describes three levels. Administrative Assistant I requires 0–2 years of directly related experience and basic office equipment and software skills. Administrative Assistant II requires 3 or more years of directly related experience, proficiency with office equipment and software, understanding of company policies and procedures, some clerical or administrative experience, and understanding of SAP. Administrative Assistant III requires 5 or more years of extensive clerical or administrative experience, strong initiative and judgment, strong planning and organizational skills, in-depth knowledge of company policies and procedures, and proficiency in SAP. The required education is a high school diploma or GED; equivalency is not accepted in lieu of the required degree. The role is based in an office work environment 76–100% of the time and may require travel up to 25%.

Requirements

High school graduate or GED; equivalency is not accepted in lieu of the required degree.
Administrative Assistant I: 0–2 years of directly related experience; ability to collect, compile, and analyze information and data; basic understanding of computerized and standard office equipment; basic word-processing, spreadsheet, graphics, and presentation software skills; oral and written communication skills.
Administrative Assistant II: 3 or more years of directly related experience; ability to collect, compile, and analyze information and data; good oral and written communication skills; proficiency operating computerized and standard office equipment; proficiency in word-processing, spreadsheet, graphics, and presentation software; understanding of company policies and procedures; some clerical or administrative experience; understanding of SAP.
Administrative Assistant III: 5 or more years of extensive clerical or administrative experience; ability to collect, compile, and analyze information and data; strong oral and written communication skills; high initiative and ability to exercise judgment and discretion; strong computerized and standard office equipment skills; excellent word-processing, spreadsheet, graphics, and presentation software skills; in-depth knowledge of company policies, practices, and procedures; strong planning and organizational skills; proficiency in SAP.

Responsibilities

Answer and screen telephone calls.
Make appointments and schedule meetings.
Process mail and faxes.
Initiate and compose correspondence.
Collect, compile, and analyze information and data.
Perform higher-level calculations and analyses.
Investigate questionable areas and make administrative decisions.
Maintain and update office supplies.
Assist with maintaining department files.
Perform data entry and maintain and update department informational databases.
Process expense reports and invoices, provide budget tracking support, handle confidential records and information, and make travel arrangements as needed.
Provide guidance and assistance to less experienced office support staff as needed.
Provide typing and word-processing support.