Administrative Assistant

Job Description

Job Description

Overview

The Work

The Administrative Assistant will work directly with the client to provide a wide range of administrative support to advance goals pertaining to the client’s inceptions.

ACTIVE SECRET CLEARANCE REQUIRED. 

Responsibilities

Key Responsibilities

• Represent the client by monitoring and reviewing all incoming and outgoing correspondence/action and determining the proper action to be taken, with consultation only as necessary.
• Forward assignments to appropriate staff members.
• Apply editorial skills and knowledge in proofreading and edit completed work to ensure that the proper clearances and coordination have been obtained and completed assignments meet objectives.
• Applies overall knowledge of the office functions to screen and route material of a special interest or sensitive nature directly to the Office Director when appropriate.
• Maintain the client’s calendars and schedule meetings, both internally and externally, and engage in speaking.
• Ensure time and attendance on TATEL is accurate for direct reports and other FO staff as needed.
• Serve as the Travel Arranger for individuals as necessary, including preparing travel authorizations, obtaining visas and making reservations; working with the OES-DRL/EX Travel Team in closing out travel vouchers; and uploading receipts.
• Assist in data entry for annual performance evaluations of staff via ePerformance software system
• Guiding procurement of office supplies.
• Keep office phone lists, safe combination information, and other internal information up to date and distributed on an as-needed basis.
• Provide courteous and responsive service to visitors and callers, including by answering the
• phone and buzzing visitors into the suite, and escorting visitors for the client and others as appropriate within the building.
• Run errands related to the client’s business as necessary.
• Photocopy and fax documents.
• Track travel and office expenses as needed
• Make repair, cleaning, and physical maintenance requests as necessary.
• Provide escort to char force as appropriate.
• Maintain business contact lists (e.g. by scanning business cards and maintaining database of contacts) for the client.
• Assist in developing and maintaining the client’s website.
• Proofread and properly format papers submitted for FO review.  
• Processing time and attendance via TATEL.
• Arranging staff travel through the E2Solutions travel management software.
• Managing the performance management process and yearly staff evaluations, including through the ePerformance software system.
• Procuring office supplies via Ariba system.
• Scheduling meetings and ensuring appropriate calendar accuracy.
• General word-processing and other office support functions.
• Other Duties as Assigned

Qualifications

Qualifications – Here’s What You Need

• Secret Clerance is required.
• Must be able to pass a background check. May require additional background checks as required by projects and/or clients at any time during employment.

Minimum Skills:

• Exceptional interpersonal skills with the ability to communicate in a clear, professional, and articulate manner.
• Excellent organizational, analytical, and problem-solving skills with high-level attention to detail.
• Exceptional verbal and written communication skills.
• Proven ability to multitask and prioritize in a fast past environment with changing priorities; adaptable to change and a quick learner.
• Must be self-motivated and able to work well independently as well as on a multi-functional team.
• Ability to handle sensitive and confidential information appropriately
• Proficient in MS Office, Word, Outlook, PowerPoint, and Excel.

Our Commitment to you / overview of benefits

• SCA Health & Welfare fringe benefits.
• Telemedicine
• Dental & Vision
• EAP
• Basic Life and AD&D Insurance (Company Provided)
• Voluntary Life and AD&D options
• 401(k) Retirement Savings Plan with matching after one year
• Paid Time Off

Reports to: Program Manager

Working Conditions 

• Must be physically and mentally able to perform duties extended periods of time.
• Ability to use a computer and other office productivity tools with sufficient speed to meet the demands of this position.
• Must be able to establish a productive and professional workspace.
• Must be able to sit for long periods of time looking at computer screen.

• May be asked to work a flexible schedule which may include holidays.
• May be asked to travel for business or professional development purposes.
• May be asked to work hours outside of normal business hours.
• Professional office environment, with the ability to work onsite in the main office.

Other Duties: Please note this job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities that are required of the employee for this job.  Duties, responsibilities, and activities may change at any time with or without notice.

Cayuse is an Equal Opportunity Employer.  All employment decisions are based on merit, qualifications, skills, and abilities. All qualified applicants will receive consideration for employment in accordance with any applicable federal, state, or local law.