Administrative Assistant I with Top Secret Clearance
Detailed Job Description:
The contractor shall provide support services to assist with development and implementation of the Office’s core functions. 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 presentation materials..
Spends approximately 40% of the time providing administrative and clerical support to bureau management and staff as assigned; Maintain calendars for director of H/RGF and other managers as assigned; Review, analyze, and screen incoming correspondence, routing issues of overriding and central importance to the bureau and all other correspondence to appropriate staff members; Assist H staff in liaising with senior officials both within and outside the Department. Ensure formal decisions, recommendations and suggestions made by H management are passed to the proper offices for implementation or review; Monitor ongoing substantive matters as instructed by H management; Assists with the preparation of materials for use by senior management in sensitive meetings and conferences, gatherings, and public appearances both within the United States and abroad; As needed and assigned, serves as Unit Security Officer (USO) with direct supervision by Office Director. Assists with managing time and attendance and preparing time and attendance documentation; Assists the H/LRU with the tasking, tracking and submission of mandated reports to Congress and participation in the Office of Management and Budget’s (OMB) interagency clearance process for pending or proposed legislation, enrolled bills, Statements of Administrative Policy, Presidential Proclamations and Executive Orders; Will be a pivotal part of the team working with the bureau’s front office to ensure the State Department’s position is heard on a wide variety of Congressional and Administrative initiatives; As assigned makes careful searches for information difficult to obtain, compiles data and makes preliminary analyses; Assist in the coordination between H/FO, H/RGF, and L-H/EX, requesting assistance on behalf of management to insure that operations in these functional areas run smoothly; May work with classified and unclassified computer data base and use Excel, Microsoft windows, and related computer based programs; Manages other tasks authorized by Government Task Manager that fall within the scope of this task order; As required and assigned, acts as back-up for H/FO office administrators, providing professional and appropriate office coverage
NECESSARY SKILLS AND KNOWLEDGE
WORKING CONDITIONS/PHYSICAL DEMAND STATEMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is frequently required to sit, talk and hear. The employee is occasionally required to walk; use hands and fingers to operate, handle, or feel objects, tools, or controls; and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.
All employment with Goldbelt, Inc. is “at will.” This means that the employee or Goldbelt, Inc. may terminate employment at any time and for any reason. Management has the exclusive right to alter this job description at any time without notice. This document is not intended to exclude modifications consistent with providing reasonable accommodation for a disability, nor is it intended to be an employment agreement or contract.
While this job description describes the essential functions and qualifications of the position described, it is not intended to serve as a comprehensive list of all the duties performed by all employees in this job. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-related duties.