INL/GPP Office Administrator

  • Job Tracking ID: 512454-735581
  • Job Location: Washington, DC
  • Job Level: Any
  • Level of Education: Any
  • Job Type: Full-Time/Regular
  • Date Updated: June 26, 2020
  • Years of Experience: Any
  • Starting Date: ASAP



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Job Description:

IEA Corp., an EverWatch company is in search of a INL/GPP Office Administrator to support the Department of State in Washington, DC. This position requires a Secret or an interim Secret clearance.

DUTIES AND RESPONSIBLITIES
* Based on a thorough knowledge of the responsibilities of the Director and Division Chiefs, and the Office, the Administrator performs a variety of responsible duties, which relieve these managers of administrative details and assists in the discharge of these responsibilities.
* Prepares correspondence, reports, and other documents. Accurately types correspondence, reports, or similar materials from handwritten or electronic drafts using a word processor. Ensures correct grammar, spelling, capitalization, punctuation, and appropriate format in documents prepared by self and others. Thoroughly reviews correspondence and other work prepared by others for content, correct grammar, spelling, capitalization, punctuation, and appropriate format. On own initiative, returns such communications to the originator for correction when not in conformance with known policies or correspondence regulations. Ensures that requirements for classified material are accurately followed, where applicable.
* Prepares forms, which need not be composed by other employees in the office.
* Schedules meetings, appointments, and conferences in accordance with supervisor's instructions. Reminds supervisor and others of scheduled events to ensure prompt and timely attendance. Reschedules appointments when it is clear that the supervisor will not be able to make all commitments. Contacts other personnel to attend meetings in lieu of the supervisor, when necessary.
* Receives visitors and phone calls. Accurately determines the nature of the request and refers callers to appropriate staff. Personally answers routine and non-technical request for information and provides correct information when routine procedural matters are involved.
* Follows up on telephone conversations and takes appropriate steps to ensure that necessary action is initiated and subsequently assures that such action is completed as quickly as possible. Follows up and assures proper execution of all commitments made and obligations incurred in telephone conversations, personally make necessary contacts with the officials and individuals concerned.
* Responsible for ensuring that requests for action or information are made known to responsible Office staff personnel who can satisfy the request. Decides whether important or emergency matters should be brought to the Supervisor's attention when absent, but accessible.
* Reads incoming publications, regulations, and directives, which may be important to the activities of the staff. Refers those of importance or interest to the Supervisor.
* Receives requests from other organizations within the Department of State for information concerning Office programs. From available background data, assembles requested information or follows up to ensure that staff members submit required answers within the specified time.
* Prepares regular and special records such as time and attendance, leave, amount of classified material present in the offices, etc. Prepares similar paperwork to ease the flow of work through the office and provides the supervisor with current information in readily accessible form.
* Receives and reviews incoming mail, screening those items, which can be handled personally and determines which items should be brought to the supervisor's attention, forwarding the remainder to the staff for action. Reviews outgoing mail for attachments, dates and signatures.
* Maintains suspense records on all correspondence and action documents and follows up to ensure a timely reply or action. The Administrator is responsible for ensuring that all outgoing correspondence is in the proper format and in conformance with office policy and in correct grammatical composition.
* Makes travel arrangements based on general travel intentions, known preferences of the traveler and in accordance with appropriate travel regulations. Schedules transportation and hotel/Government quarters reservations in a timely manner. Notifies organizations and officials to be visited, keeps in touch with the staff en-route, writing thank-you letters (as appropriate) after the staff member's return. Effectively deals with security issues. Accurately prepares travel orders and travel vouchers.
* As requested, or on own initiative, makes careful and exhaustive searches for information difficult to obtain, compiles data, and makes preliminary analysis for the supervisor or other staff officers as appropriate.
* Helps prepares correspondence, forms, reports, cables or other documents, utilizing computer systems, ensuring correct punctuation, capitalization, spelling, grammar, and conformance to style. Secures passports and visas.
* Schedules meetings and conferences. Selects time and location, notifies participants, ensures that all required materials and services are provided in a timely manner, attends the meetings and takes notes, and prepare reports of the proceedings.
* Provides advice and guidance to staff on applicable procedures, instructions and other regulations to the clerical personnel assigned to the office.
* Establishes and maintains office records of various types that may be needed or will assist in the efficient operation of the office. Ensures files have all pertinent documents and signatures. Accurately purges files or performs other file disposition actions in accordance with established procedures. Where appropriate, responsible for the accurate receipt, control, logging, safekeeping, and necessary action on all classified material received. Assists staff to utilize appropriate system (unclass folders, Outlook, SharePoint, etc.) as needed to store files and records.
* Requisitions office supplies, printing support, and related materials, tracking needs and soliciting office for input. Prepares and submits requisitions and tracks requisitions for timely completion. Stores supplies and ensures their adequate organization.
* Assists in preparation for move of individual offices or entire office.
* Maintains and updates staff lists including regular and emergency contact and related information.
* Books meeting space; escorts visitors.
* Initiates Ariba procurement requests and similar actions.
* Prepares and maintains onboarding and exit packages and checklists for new and departing employees, respectively. Coordinate the in-processing of new employees, establishing badging, building access, E2 registration, email and computer access, business cards, etc.
* Assists in the preparation of basic budget and obligation documents and charts. Tracks clearance of budget and other documents and office wide budget taskers as needed.

Experience and Skills:

MINIMUM QUALIFICATIONS
* U.S. Citizenship
* A Bachelor’s degree from an accredited institution
* Zero to two years’ experience in a relevant field
* Knowledge of, and demonstrated experience using, Microsoft Office Suite
* Knowledge of, and skill in correct usage of, English grammar, spelling, punctuation, capitalization, and style
* Demonstrated experience in the use of the telephone and voicemail

PREFERRED QUALIFICATIONS
* Demonstrated ability to communicate effectively orally and in writing
* Demonstrated ability to establish and maintain effective relationships
* Demonstrated ability to provide customer service
* Demonstrated ability in managing multiple concurrent activities of varying complexity, including changing priorities and short turn-around times

 

Ian, Evan & Alexander Corporation (IEA) is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.