About this role
Job SummaryThe Administrative Assistant serves as the principal office support to a Regional Program Manager/Director performing administrative duties in support of the work of a multi-faceted organization, where there is a system of internal procedures and administrative controls. The immediate supervisor directs work through subordinate supervisors who have varying functions, relationships, and customer responsibilities, which places significant demands on the Administrative Assistant position. N94 CNRNW
QualificationsKnowledge of the policies, regulations, procedures, and reporting requirements governing the programs of the FFSP. Knowledge of the FFSP mission, functions, and programs. Knowledge of the military lifestyle, the unique challenges face by service members/families and the array of services available to address these issues. Skill in communicating with clients to obtain factual information and explain regulations and agency procedures and other organizations involved. Still in drawing out and organizing relevant information from persons who are often unaware of legal or procedural requirements. Knowledge of the duties, priorities, commitments, policies, and programs goals of the organization sufficient to perform non-routine assignments. Proficiency in both verbal and written communication to include grammar, punctuation, capitalization and format to prepare and edit written correspondence and reports. Ability to use various office automation software (e.g., Word, Excel, Outlook, etc.)
Major DutiesMAJOR DUTIES Prepares correspondence, reports, and other documents, ensuring correct grammar, spelling, capitalization, punctuation, and appropriate format in work prepared by self and others. Returns material needing correction to the originator when necessary. Maintains tickler system. Screens and priorities correspondence, electronic mail and material prior to distribution for suspense dates, established controls, and follows up on responses. Ensures that correspondence is properly routed in a timely manner. Ensures that requirements for handling sensitive and/or classified material are accurately followed, where applicable. Schedules meetings, appointments, and conferences in accordance with instructions from supervisor. Prepares and distributes agenda and takes notes when directed. Sets up conference calls, staff functions, video conferencing and functions as the point of contact for conference calls using the bridge. Maintains supervisor's calendar and verifies schedule of others to minimize conflicts when scheduling meetings or conferences. Provides reminders of scheduled events and contacts other personnel to attend meetings in lieu of supervisor, when necessary. Receives visitors and phone calls. Accurately determines nature of request and refers callers or visitors to appropriate staff. Personally answers routine questions in a timely and accurate manner and provides accurate information when routine procedural matters are involved. Assists supervisor and staff with travel arrangements and travel vouchers. Uses a variety of office automation software in support of the organization and mission requirements including but not limited to: Completes backup of files and database systems Uses database or spreadsheet software to accurately enter, revise, sort or calculate, and retrieve data for standard reports. Uses graphics software to provide briefs, charts, and graphs for viewgraphs or paper presentations. May be assigned to enter or report time and attendance data for non-appropriated fund or appropriated fund employees. Maintains an accurate file system of online and hard copy documents to enable quick and efficient retrieval of information. This is not an exhaustive list of duties