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Exec Administrative Asst
Summary
Title:Exec Administrative Asst
ID:1074
Location:Kansas City, MO
Security Clearance:Public Trust
Description

Summary/Objective

One Federal Solution is a SBA Certified 8(a), Service-Disabled Veteran Owned Small Business (SDVOSB) whose primary mission is to provide the Federal government with outstanding services in the areas of Program Management, Information Technology Enterprise Management, Healthcare Administration, and Testing & Evaluation. Our federal client, located in the Heartland Region is in need of an Executive Administrative Assistant to work in the Regional Office.

 

Executive Administrative Assistant

Minimum Requirements: Bachelor’s degree; and 5 years in executive administrative assistant specialty.

OVERVIEW: Executive Administrative Assistant: Plans and provides analytical support for facilitation, training, methodology development and evaluation, business management techniques, and organizational development. Supports DHS business process improvements and modernization projects.

Composing, typing, and entering information into the computer. Enters data from paper form into computer database and/or electronic spreadsheets.

Prepares correspondence, documentation or mailing labels copying data from one record to another and files records accordingly.

Receives, sorts, distributes mail, separates documents, number forms and photocopies documents using photocopier. Prepares outgoing mail for delivery to include overnight, express services and use of online express mail services.

Sets up meetings and conference calls. Attends meetings as requested. Prepares and distributes agenda, as needed, takes minutes/notes on meetings’ activities, distributes minutes to appropriate personnel. Coordinates and distributes interoffice communications.

Make travel arrangements or work with travel agencies to coordinate transportation and

accommodations and/or off-site meeting facilities. Responsible for completing critical incident travel arrangements for personnel. Supports regional emergencies, taskings or projects as directed.

Collects and disseminates Government Owned Vehicle mileage and maintenance information on a monthly basis or as required.

Assist FPS and other contract personnel in the maintenance, purchase and dissemination of routine supplies.

Act as liaison between FPS field personnel and DHS helpdesk services in support of IT, telephone and other services. This will include the initiation, follow-up, resolution and close-out of trouble tickets or helpdesk requests.

Maintain, issue, and control facility keys through issuance, hand receipt and inventory.

Timekeeping duties for their areas as it pertains to assisting, inputting, reviewing, maintaining all areas in payroll.

Assist RD/DRD with preparing, reviewing and editing executive correspondence from Regional HQ to HQ FPS, HQ NPPD, Office of General Counsel and NPPD Employee Labor Relations office.

Assist Regional Federal Freedom of Information Act representative in receiving, tracking and proper distribution of FOIA requests.

Assist with HR actions pertaining to employee assignments and hiring actions.

Assist with preparation, review and editing of space allocation request documents. Monitor status of space allocation requests and approved projects through telephonic or email coordination with FPS HQ, regional GSA staff and NPPD staff.

Assist Regional Training Coordinator with: Assist in the development of PowerPoint presentations. Manage the executive conference room calendar. Review, edit and route Request for Training form received from the District Commanders and Branch Chiefs. Coordinate with the Mission Support Branch to secure funding for individual or group training costs.

Demonstrate proficiency in Microsoft Window based computer software and be familiar with basic computer programs to include Microsoft Office Suite. Accurate spelling, typing and attention to detail are necessary. Must have ability to compile and organize reports.

Technical Skills, Experience, and Minimum Requirements (Executive Administrative Assistant)

Ability to communicate effectively, both orally and in writing;

Resourcefulness and ability to function in a fast-paced environment;

Professionalism and the ability to interact effectively with others;

Ability to meet planned and unscheduled deadlines in a timely manner.

At least 5 years of specialized experience. Specialized experience is defined as experience performing the full range of real estate programs including design, construction, building, space management, safety, environmental management and project management.

Work Environment

This job operates in an office environment. This role routinely uses standard office equipment (e.g. computers, fax machine). Business casual professional dress code is expected and required at all times.

Physical Demands

Requires the ability to lift and carry up to >10 pounds for short distances, stoop, bend, kneel, walk, and correctable vision.

 

Position Type/Expected Hours of Work

This is a Full Time position, requiring 40 hours per week, Monday through Friday, between 7:30 a.m. to 5:00 p.m.

 

Travel

Approximately >5%.

Work Authorization/Security Clearance

Moderate Risk Public Trust Clearance is necessary for this position. Active is preferred.

AAP/EEO Statement

One Federal Solution is an equal opportunity employer (EEO) and affirmative action employer.

MINORITY / FEMALE / DISABLED / VETERANS

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