Administrative Assistant (Floater)

Administrative Assistant

Key Duties and Responsibilities:

• Generate travel and procurement reports using automated systems.
• Prepare fiscal, procurement, and HR documents using computer-based systems.
• Manage scheduling for the media room.
• Create documents using advanced word processing tools from drafts, edits, or electronic files.
• Manage transit program documentation and support activities.
• Provide administrative and automated support to the Administrative Officer, Deputy Administrative Officer, Supervisory Administrative Services Specialist, and Human Resources Officer.
• Create spreadsheets, manage databases, and prepare mass mailings with accurate address labeling.
• Operate and maintain familiarity with office equipment (copiers, fax, etc.), ensuring proper formatting, collation, and stapling of materials.
• Professionally operate the office switchboard, route calls/messages, and greet visitors, vendors, and the public.
• Perform messenger runs as needed; organize and file materials using alphabetical, numerical, or chronological systems.
• Handle data entry duties and serve as a back-up for the Time & Attendance Clerk.
• Issue funding numbers and input purchase/litigation data into the financial system.
• Enter and manage invitational travelers' personal information into the USAO travel system.
• Research court documents and update the USAO case management system with accurate data to support statistical reporting.
• Act as enroller and activator for HSPD-12 PIV card issuance for facility and system access.
• Demonstrate working knowledge of procurement, security, HR records, and case file management procedures.
• Provide customer service and phone coverage for the Executive Division as needed

Experience and/or Education:

• Completion of at least 100 college credit hours required.
• Qualified typist (minimum 40 WPM).
• Minimum two (2) years of experience in administrative, professional, or technical roles related to fields such as:
• Personnel/funds management
• Management analysis
• Procurement/contract management
• IT/data processing
• Office and property management
• Travel/transportation coordination
• Safety/security
• Public information services

Knowledge, Skills and Abilities:

• Strong clerical and organizational skills across multiple administrative domains.
• Familiarity with office equipment and modern software applications (Word, Excel, Outlook, etc.).
• High accuracy in data entry, file management, and reporting.
• Knowledge of federal government administrative procedures and standards.
• Ability to communicate clearly and professionally with staff and the public.
• Adaptability and willingness to float across administrative teams and responsibilities.
• Experience managing sensitive information and ensuring compliance with established policies.