Administrative Support Assistant

Job Title

Job Description

Responsibilities:

Administrative Support and Office Activities Coordination:

Prepares, tracks and routes documents, reports and correspondence. Reviews and evaluates documents related to special projects and action items.

Assists and advises staff on procedural and administrative actions. Prepares responses based on knowledge of subject matter.

Prepares a variety of materials using a personal computer such as briefings, tables, forms and viewgraphs. Uses advanced functions of a wide range of office automation software to perform such tasks as preparation of reports and briefing documents, maintenance of fiscal records and tracking the status of a number of important projects assigned to the office.

Updates, revises, sorts, calculates and manipulates data in spreadsheets and databases to meet multiple reports formats and produce standard reports.

Manages time and attendance and advises and provides guidance to other administrative assistants or relevant staff. Assists staff with GovTA time and attendance reporting.

Provides guidance on time and attendance issues. Compiles and enters data from required documentation into GovTA. Trains new employees in the use of the agency's GovTA system.

Manages travel and time and attendance systems and office support.

Prepares and submits requisitions. Makes credit card small purchases of supplies and other office items of low to moderate value. Provides data and records of purchases for reports and audits. Sets up large purchases in FMS.

Office Assistance:

Serves as primary contact for calls and visitors to the office. Receives visitors and incoming telephone calls.

Schedules meetings and travel based on key priorities and engagement needed to deepen leadership connect with the teams and stakeholders.

Schedules, tracks and monitors calendars and appointments. Maintains the calendars for Deputy General Counsel and General Counsel as needed and occasionally maintains calendar for other staff. Records, drafts and finalizes minutes from required meetings.

Correspondence Management:

Composes and reviews outgoing correspondence and action papers submitted to ensure that the materiel is properly prepared, coordination is completed, procedural requirements have been met, grammar is correct and security markings are correctly applied.

Receives and reviews all incoming correspondence, establishing controls on certain items. Routes correspondence to appropriate staff member.

Ensures that confidential records and personally identifiable information (PII) are protected in accordance with AOC requirements and public law. Maintains strict confidentiality on matters of management and issues affecting individual employees, including employee complaints or concerns and oversight agency inquiries.

This is a career ladder position to GS-09