Administrative Assistant

Administrative Assistant

AMO, an Akima company, is looking to hire an Administrative Assistant to join an existing team out of Dahlgren, VA. In this position you will providing administrative support specifically dedicated to the requirements of the Project Team, Program Office, Department and Corporate Offices with a wide variety of complex, conscientious, and confidential administrative duties.

Responsibilities

• Working independently on requirements with limited supervision.
• Managing executive office, coordinating actions with executive staff, and maintaining accountability for documentation.
• Collecting, analyzing, and researching data for assigned projects.
• Preparing briefing material, charts, graphs, and other presentation material independently.
• Making administrative decisions providing completed projects/assignments.
• Handling correspondence not requiring personal attention of Government managers.
• Assisting in development and preparation of administrative/staff reports.
• Performing quality assurance with report completeness.
• Utilizing graphics or desktop publishing software for preparation of presentations.
• Reviewing and summarizing reports/documents for Government manager directing attention to actions needed or concerns.
• Assisting in assignments to management.
• Providing high level customer assistance.
• Establishing and maintaining Standard Operating Procedures (SOP's) for administrative duties.
• May function in a lead role and provide guidance and direction to lower-level employees in the Program Office or Department.
• Secretarial and Administrative Support will assist visually impaired, blind, and other disabled Government personnel with Clerical, secretarial, and administrative tasking.
• Assistance in completing tasking when accessible software is not available or compatible to current office equipment.
• Reading aloud documents, reports, mail, and other work-related items including reading for recording on tape for use by impaired personnel.
• Describing various illustrative materials such as pictures, charts, drawings, and symbols.
• Assisting with reading and signing hard copy documents.
• Completion of electronic training.
• Timekeeping entry and approvals.
• Data entry into automated business applications tools to include CIPA performance, Personnel Addendum (PA), Honorary Awards, NSWCDD trackers.
• Research of creative and innovative technological solutions that lead to greater independence.
• Guide employees' hand to appropriate location on documents to sign/approve or within data systems to electronically sign/approve.
• Transporting impaired employees to meetings and training events utilizing government vehicles.
• In addition to secretarial duties (filing, taking phone calls, scheduling appointments, making travel arrangements), this position will provide administrative support to executive staff with office management responsibilities to include budgeting, personnel records and payroll.
• The Administrative Assistant may be required to work independently on projects requiring research and preparation of briefing charts and other presentation materials.

Qualifications

• Active DoD Secret clearance (must have minimum of active Interim Secret).
• Six (6) years of experience creating and maintaining documentation and data management systems (of which at least four (4) years involved supporting Federal Government programs).
• Experience executing and leading tasks associated with mid-executive level (such as SES/Flag Officer, O-6 military, GS-15 civilian) and general administrative support in all facets of administration.
• Proficiency in Microsoft Windows & Office (Word, Excel, PowerPoint, Outlook & Access) & Adobe.
• Ability to type 40 words per minute.
• Demonstrated ability (through experience) to work independently and communicate effectively both orally and through formal reports.
• Demonstrated ability (through experience) to multi-task, perform, and communicate professionally, including professional phone etiquette.
• Demonstrated proficiency with support functions for meetings, maintaining formal filing systems, scanning, faxing, answering phones and taking messages, managing multiple calendars, and scheduling appointments.

Experience With:

• Taking notes and converting into formal meeting minutes.
• Editing formal documentation and reformatting written and electronic draft documents in accordance with specified Government formats.
• Receiving and greeting visitors professionally.
• Handling and storage of classified or sensitive (i.e., Personally Identifiable Information (PII)) materials.
• Providing daily oversight and direction to support teams.
• Training/mentoring subordinate personnel on policies and other duties.
• Team building and conflict resolution.