Administrative Assistant - Washington, DC

Administrative Assistant

Tuvli, an Akima company, is hiring for an Administrative Assistant to support our DoS client located in Washington, DC. To join our team of outstanding professionals, apply today!

Responsibilities:

• Receives incoming telephone calls and directs them to the appropriate staff members.
• Provides necessary background or informational material the principal may wish to refer.
• Arranges for coverage to receive calls in his/her absence.
• Maintains the schedule for Principals through arranging, referring to other officials, or rescheduling appointments as necessary.
• The incumbent handles all requests for meetings and appointments and outlines background data.
• Arranges oral briefings by appropriate officers; and discusses with officials invited to meetings the subject of the meetings so both parties are properly informed and provided with the necessary information.
• Arranges meetings and manages calendars for Principal through Microsoft Outlook calendaring or Microsoft Teams.
• Tracks and makes various social arrangements and obligations for Principals.
• Monitors uncleared staff in the suite within line of sight in compliance with Department policy and Diplomatic Security requirements.
• Facilitates pre-clearance for outside visitors and escorts through Diplomatic Security's Visit Access Control System Domestic (VACS-D).
• Assists with escorting visitors from the Department's visitor center to respective offices.
• Coordinates and prepares briefing materials and issue papers for Principals.
• Reviews all incoming correspondence and forwards it with necessary information or instructions to the appropriate offices for action.
• Composes replies for his/her own signature when appropriate.
• Exercises judgment in presenting material to Principal that he/she has special interest or which for reasons of special confidential consideration is not reviewed by any member of the immediate staff.
• Processes/reviews all incoming and outgoing letters, memorandums, and related correspondence.
• Prepares reports, memos, and other forms of written communication.
• Composes and edits letters, reports, and general office memos for publication/distribution on behalf of Principal, ensuring that all conform to style and format guidelines established by the Department.
• Makes careful and exhaustive searches for information difficult to obtain, such as utilizing the Department's intranet, Diplopedia and SharePoint.
• Compiles data and makes preliminary analyses.
• Makes and transcribes notes taken during meetings as required.
• Updates program office SharePoint Bureau page, office directory's, organizational directories and internal staffing patterns as needed.
• Coordinates with the General Service Office within WHA to prepare work orders for services/office supplies as needed through the Bureaus internal work order system.
• In the absence of the principal, maintains a file of correspondence and events of which he/she should know about and upon their return and bring such matters to their attention.
• Prepares documents and memos to request diplomatic passports for staff members.
• Obtains Visas for travelers in a timely manner, either through the Passport Office or local embassies.
• Travels to local embassies and consulates when needed to pick up Visas.
• Manages travel arrangements for domestic and overseas trips through the Departments E2 Solutions. Arrangements include the scheduling of appointments, security travel and hotel reservations, passports, visas as necessary. Upon return, prepares vouchers.
• Drafts/prepares travel authorizations on behalf of government supervisor or staff member who is traveling.
• Prepares travel authorizations for staff member as requested based on information provided by traveler.
• Prepares trip itinerary, obtains travel expenses estimates (MI & E costs, taxi, hotel costs etc.; prepares travel authorization requests. Upon completion of trip assists traveler in preparing electronic travel voucher.
• Follows up with traveler to ensure all expense documents have been submitted and on time (i.e. within 7-14 days).
• Manages time and attendance for respective offices into the Departments electronic filing system (WEB TATEL).
• Provides certification reports to Director and/or responsible officer.
• Will be required to cover for other offices as needed.
• Provides logistical support, as needed for conferences, meetings, and for office members transferring in and out of the bureau.
• Reserves meeting rooms through the Departments Reserve.
• Independently tracks and follow-up on all requests until goals are completed.
• Notifies government manager of any problems that may arise in a timely manner.
• Serves as a proxy in the Global Employee Management System (GEMS).
• Transcribes in (GEMS) performance appraisals for Foreign Service and Civil Servants as given and directed by Government manager.
• Retrieve respective offices mail from the General Service Office (4910) or the mailroom in HST B524 on a weekly basis.
• Serves as the records liaison for the office and make recommendations for maintaining archives according to the Records Disposition Schedule (RDS).
• Coordinates with the Bureau Records Coordinator on the file retirements that comply with the RDS.
• Attends allowable training in records management and provides updates to the office.

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