Description: Provides administrative support to ensure efficient operation of the office. Supports managers and employees through a variety of tasks related to organization and communication. Responsible for confidential and time sensitive material. Familiar with a variety of the field's concepts, practices, and procedures. Ability to effectively communicate via phone and email ensuring that all Administrative Assistant duties are completed accurately and delivered with high quality and in a timely manner. Answers and directs phone calls. Organizes and schedules meetings and appointments. Maintains contact lists. Produces and distributes correspondence memos, letters, faxes, and forms. Assists in the preparation of regularly scheduled reports. Develops and maintains a filing system. Books travel arrangements. Submits and reconciles expense reports. Provides general support to visitors. Provides information by answering questions and requests. Takes dictation. Researches and creates presentations. Generates reports. Handles multiple projects. Prepares and monitors invoices. Develops administrative staff by providing information, educational opportunities, and experiential growth opportunities. Ensures operation of equipment by completing pr eventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques. Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
Background/Need: The Administrative Assistant is a critical role designed to enhance the productivity and effectiveness of the Services Center and Management Office. This position provides high-level administrative and operational support. The Administrative Assistant plays a vital role in maintaining the efficiency and organization of operations, supporting the overall goals office and the Mission Security functional area. The Security Administrator provides comprehensive support to ensure the efficient operation of the office. This position will be staffing the front desk of the Personnel Services Security Center/Special Security Management Office. The Security Administrator provides information by answering questions and requests (from walk-ins, appts, email, phone etc), transcribes notes, researches and creates presentations, and generates reports, this role supports managers and employees through a variety of tasks related to organization and communication. Responsible for handling confidential and time-sensitive material, ensuring that all duties are completed accurately, delivered with high quality, and in a timely manner. Produces and distributes correspondence, memos, letters, faxes, and forms, and assists in the preparation of regularly scheduled reports.
Additionally, the role involves developing and maintaining a filing system, submitting, and reconciling expense reports, and providing general support to visitors. The role requires handling multiple projects, preparing and monitoring invoices. To ensure the smooth operation of office functions, the Security Administrator evaluates new equipment and techniques and maintains the supplies inventory by checking stock levels, anticipating needed supplies, placing, and expediting orders, and verifying receipt of supplies. This role is crucial in maintaining the efficiency and organization of the office environment. Security is a critical aspect of this role. The Security Administrator must adhere to best practices for protecting sensitive information, including Personally Identifiable Information (PII), using secure communication protocols, ensuring proper access control, and maintaining the confidentiality of all materials handled. This vigilance helps safeguard the integrity and security of the organization's operations.
Key responsibilities:
- Coordinate and schedule meetings, briefings, and conference calls with internal and external stakeholders
- Prepare meeting agendas, take detailed minutes, and track action items for follow-up
- Handle sensitive and confidential information, including Personally Identifiable Information (PII), with discretion
- Responsibilities will involve the prioritization, coordination, implementation, and follow-through of all administrative workflow within the group, including shopping, timesheet entry, travel, work orders, visit requests, etc
- Experience utilizing various electronic tools, will schedule/coordinate travel, candidate interviews, distinguished visits, meetings, conferences, seminars, etc
- Will provide phone (answering and directing phone calls) and on-site coverage
- maintaining contact lists
- Will provide guidance to group membership regarding Lincoln policy and procedure specific to workflow processes (Travel, Purchasing, Security) and requirements
- Will coordinate service needs for office equipment and maintain inventory of office supplies
- Will strive to create a positive and productive work environment and, utilizing self-initiative, create efficiencies of processes and enhanced communications
Required skills:
- 2-4 years experience
- Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
- Advanced Outlook and calendaring skills
- Advanced PowerPoint skills
- Excellent organizational, time management, and multitasking abilities
- Strong written and verbal communication skills with attention to detail
- Ability to balance and prioritize multiple task items in a very fast-paced environment
- Ability to handle sensitive and confidential information, including Personally Identifiable Information (PII), with discretion
- Experience in preparing reports, presentations, and tracking action items
- Strong problem-solving skills with the ability to work independently
Others:
Clearance: Interim is sufficient to start; potential for upgrade to Top Secret later
Work Location: Onsite 100% due to nature of the role, 5 days/wk
Interview Process: 1st round interview with be a Zoom with the hiring manager. 2nd round interview will be a Zoom with additional team members as needed.
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