Federal Administrative Support Specialist II

EOE Statement Xtreme Solutions is proud to be an equal opportunity workplace and an affirmative action employer. All qualified applicants will receive fair consideration for employment without regard to race, color, religion, gender, sexual orientation, national origin, disability, age or veteran status. Position: Administrative Support Level II Location: PHPSS-DC Full-Time/Part-Time Full-Time Job Summary Under the guidance of the onsite Client management team, the Administrative Support Level II serves as a clerical expert in independently processing the most complicated types of office actions. The Administrative Support Level II may be asked to evaluate and consolidate information from various sources under short deadlines, such as internal or external survey information, reporting on statistics (retention, staffing, document processing, etc.). Guidance is provided as needed; however, this person is expected to work independently in delivering tasks and reports as required by the Client management onsite. Completed written work receives close technical review from high-level Client employees. The Administrative Support II maintains confidential information (employee lists, management contact info, etc.). Roles and Responsibilities Prepare written communications using a variety of office software, specifically: Microsoft Word, Power Point, Publisher, Excel, and SharePoint Assist with new hire orientation for Client employees Assist with travel arrangements using a online Travel Manager System. Coordinate logistics for Client travel: book tickets, hotels, rental vehicles, estimate per diem, and voucher travel upon return Provide input into the Management Information System (MIS) With Client provided input, use MIS to report current and future activities Track and report official time and attendance records for all federal employees within the office through Time and Attendance Electronic System Track and verify Client employees award/recognition payments, transit reimbursements Respond to routine questions on policy and procedures, and/or provide reports, such as Contractor employee turnover or time and attendance Process employees for badges through the enrollment system, PIN resets and unlock Utilize Federal personnel rules and regulations including the Foreign Affairs Manual Volume III (FAM-Personnel) Answer incoming calls (external and internal) to the office in a highly professional manner and forward calls, take messages or resolve calls as warranted on an individual basis Organize, type, collate and file sensitive material Maintain the Director's calendar of upcoming events, guest log, appointments, and other activities Review incoming documents and take appropriate action/distribution Track and monitor the status of memoranda, correspondence and taskers Inform personnel of overdue items, upcoming deadlines, and Department procedures and formats for processing documentation Prepare briefing materials and compile reports Provide support to other projects or tasks as required Receive deliveries and arrange for pick-up of outgoing shipments Be responsible for stocking the photocopy and facsimile machines and supplies as well as maintaining their operational status and taking the requested readings Receive and sort incoming/outgoing administrative mail Maintain constant awareness of all aspects of internal security including adherence to the restricted area policies, logging off computer terminals when not in use and securing work at the end of the business day Admit and welcome visitors into facility and maintains visitor log-in files Liaise with building management to report and resolve maintenance issues Operate office equipment, including but not limited to: document scanners, telephones, intercoms, label printers, and cameras Assist with ordering, tracking, receiving, inventorying office supplies through various methods (GSA, CA internal, etc.) Position Requirements Security Clearance Required: Secret Minimum Qualifications HS diploma (Associate's Degree preferred) Four (4) years of experience as an Administrative Assistant in an office environment Four (4) years of experience utilizing a variety of office software, specifically: Microsoft Word, Excel, Power Point, Publisher, Outlook Demonstrated experience with document management, preferably for a legal department or other office Demonstrated ability to prioritize and organize simultaneous work flow duties Ability to adapt to changes in procedures and assignments Ability to establish working relationships at all organizational levels Expert knowledge and understanding of federal personnel rules and regulations including the Foreign Affairs Manual Volume III (FAM-Personnel) Ability to accurately manage taskers and assignments Ability to disseminate information and/or requests to all office personnel and compile responses Physical Demands/Work Environment Lifting, bending, stretching, sitting, standing and walking as needed. Heavy use of computers and related equipment, and telephones. Ability to lift at least 30 lbs infrequently. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This position is currently accepting applications. #J-18808-Ljbffr Xtreme Solutions Inc