27 days old

Office Management Specialists/Administrative Assistants

Akima, LLC
Washington, DC 20004
  • Job Code
    TUV01837


Tuvli, an Akima Company, is dedicated to providing our customers with superior, integrated technology and program support services and solutions. Our systems engineering, information technology, information assurance, program support and project management staff work closely with customers to ensure that our solutions are directly aligned with their business processes and desired program outcomes. We emphasize affordability, and delivering the best value for technology investments. Our personnel enjoy competitive benefits packages and challenging roles in work environments committed to innovation, diversity and opportunity for career growth. As an Alaska Native Corporation (ANC), 100% of our companys profits go back to our 14,300 Iupiat shareholders that have resided near and above the Arctic Circle for more than 10,000 years. Our business helps support their way of life and contributes to the survival of a culture that has thrived in a challenging environment.


Job Summary:


This is a non-personal services task order to provide Administrative Support Services. The
Government shall not exercise any supervision or control over contractor personnel, who are the service providers performing the services described herein. Such task order service providers shall be accountable solely to the Contractor who in turn is responsible to the Government.


Responsibilities:


Three (3) Office Management Specialists/Administrative Assistants

  • Receives,schedules,referscallsandvisitorsfromthepublicandother agency personnel asappropriate.

  • Handlesrequestson behalf ofofficestaff.

  • Refersrequeststheycannotanswertoappropriatestaffortocorrectoffice or official.

  • Schedulesappointmentsforstaffmembersorimmediatesupervisorsand makescommitments toattendmeetings,and luncheonson theirbehalf.

  • Respondstoadministrativeproblems broughtto the supervisor'sattentionby member ofthe staffor management officials,aswellas independently resolves issues in areaofresponsibility.

  • Preparesresponses to inquiries for information, addresses telephonic inquiries,and works toensurebasicinformationisavailableon websites.

  • MaintainstheDirectorand DeputyDirectorscalendarsandappointments.

  • AsapprovedbytheGovernment,establishes prioritiesandassures obligations are met.

  • Arrangeformeetingsandconferencesand informparticipants.

  • Compilesfiles/supportingdocuments on topics to discuss.

  • Prepares travel authorizations forDirector orstaffmemberasrequested.

  • Prepares tripitineraries,obtains travel expenseestimates (MI&Ecost,taxis, Hotel, cost)

  • Prepares travel authorization requests.

  • Uponreturn,workwith Director orstaffmemberto preparereimbursementtravel voucher.

  • Follow upwith Travelofficeto ensurealltraveldocumentsare submitted properlyand on time.(i.e. within 5days).

  • UseE2 Solutionsprogramtomaketravelarrangements.

  • Executes small projects,suchascompilation of data ororganization of large meetings/events.

  • Independentlycompletesprojects asapprovedbytheGovernment.

  • Developsandmaintainscontactsinotherofficesinordertofacilitatemeeting managementandproblem solving.

  • Order supplies throughILMSwebsite,asapprovedbytheGovernment.

  • Servesas timekeeper fortheOfficetoinclude: maintainingTimeand Attendance (T&A)forcommonlyused payplansandtypesofleave; verifying theallowabilityof various hourschanged onT&Areports; reviewingthereportsforappropriate signature, initials andrequired supporting documentation; and,advisingsupervisors ofdiscrepancies,andcorrecting actionsas needed.

  • Assists the officebyperformingduties related tosupplymanagement and procurement.

  • Processes/reviewsallincomingand outgoingletters, memos,and relatedcorrespondence.

  • Prepare reports, memorandaand otherforms ofwrittencommunication. xxiv.

  • Composes andedits letters,reports,andgeneral office memorandaforpublication/distributionon behalf oftheDirectoror senior level officer.

  • Prepares publicpresentation outlinesatthedirection ofimmediate supervisors; developsstandardor one of akindletters inresponseto inquiries.Signs routinecorrespondenceandcertain procedural authorizations on behalf ofthe supervisoras directed.Screens publicationsand brings tothesupervisor's attentionarticles of particularinterestthataffect Officeprogramming.

  • Reviews work productssubmitted totheDirector,DeputyDirectors orother senior personnelforcompleteness, compliancewith formatting requirements,conformityto policyguidelinesandappropriateappearances.

  • Maintains afileofcorrespondenceandeventsandbrings suchmatters to the front officestaffsattention.

  • Maintains officefiles,electronicor hard copy,asrequired.



Minimum Qualifications:

  • Knowledge of Department
    of State
    management operations (both domestic and overseas).
  • General
    knowle
    dge of Department of State regional bureau
    ma
    nagement
    op
    erations and processes.
  • 3 years of related experience required.
  • Knowledge of Department
    of State
    management organization and operations.
  • Experience as a secretary/office manager working under
    p
    ressure.
  • Knowledge of data
    sh
    aring systems (i.e. SharePoint).
  • Working knowledge of
    personal computers and general
    administrative practices, including extensive experience and ability in working properly with
    classified and unclassified computer data
    base, operation and knowledge of Excel,
    Microsoft Windows, PowerPoint
    and related computer-based
    programs
    and the ability to
    prepare e-mails, notices, reports, etc.
    from
    scratch.
  • Has experience and demonstrated ability in
    wo
    rking with classified and unclassified computer systems.
  • In-depth operational knowledge of
    Excel, Microsoft
    Windows, and related computer
    based
    programs.
  • Ability to prepare e-mails, notices, Department notices.
  • Possesses ability to work under
    pressure on tight
    or short deadline.
  • Works proactively, engaging with
    office mates and others
    to accomplish work requirements.
  • Active
    Top Secret clearance.


The
duties and responsibilities listed in this job description generally cover the
nature and level of work being performed by individuals assigned to this
position. This is not intended to be a complete list of all duties,
responsibilities, and skills required. Subject to the terms of an
applicable collective bargaining agreement, the company management reserves the
right to modify, add, or remove duties and to assign other duties as may be
necessary. We wish to thank all applicants for their interest and effort
in applying for the position; however, only candidates selected for interviews
will be contacted.

We arean equal opportunity
employer. All applicants will receive consideration for employment, without
regard to race, color, religion, creed, national origin, gender or
gender-identity, age, marital status, sexual orientation, veteran status,
disability, pregnancy or parental status, or any other basis prohibited by law
.


We are committed to Equal Employment Opportunity and providing reasonable
accommodations to applicants with physical and/or mental disabilities. If you
have a physical and/or mental disability and are interested in applying for
employment and need special accommodations to use our website to apply for a
position please contact, Recruiting Services at
job-assist@akima.com or 571-353-7053. Reasonable accommodation requests are
considered on a case-by-case basis.



The dedicated email and telephonic options above are reserved only for individuals
with disabilities needing accessibility assistance to apply to an open position
using our website.

Please
do not use the dedicated email or phone number above to inquire on the status
of your job application.

In
order for our company to stay compliant with government regulations, please
apply on line. Please DO NOT email resumes or call in lieu of applying online
unless you have a physical and/or mental disability and need assistance with
the online application.







Posted: 2020-04-27 Expires: 2020-05-26
Sponsored by:
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Office Management Specialists/Administrative Assistants

Akima, LLC
Washington, DC 20004

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