Administrative Assistant

Scope of Work

The Contractor will provide administrative support across various functions, assisting executives, management, and staff to ensure smooth daily operations. The key responsibilities include:
1. Scheduling and Meeting Coordination

• Schedule and coordinate appointments, meetings, and conferences with internal FHFA employees and external stakeholders.
  
• Assist during meetings by arranging logistics, recording meeting minutes, and providing in-meeting support.
  

2. Telephone Handling

• Answer incoming telephone calls professionally and courteously.
  
• Route calls to the appropriate staff member and respond to basic inquiries.
  

3. Visitor Coordination

• Receive and direct official visitors to appropriate personnel or meeting locations.
  
• Assist in the completion of visitor access requirements for meetings and office visits.
  

4. Document Creation and Editing

• Prepare basic, non-technical documents including form letters, memos, speeches, and reports.
  
• Edit and proofread documents for formatting, grammar, and spelling in line with FHFA policies and templates.
  

5. Records Management

• Support proper declaration, management, and disposition of agency records per FHFA’s Records Information Management (RIM) policy.
  
• Ensure files are correctly stored in accordance with division/office file plans and the FHFA records schedule.
  

6. Office Supply Management

• Monitor and restock office supplies as needed, following FHFA and office supply procedures.
  

7. Office Equipment Support

• Monitor office equipment functionality and report issues within one hour of detection.
  
• Coordinate with service personnel and follow up to ensure timely repairs.
  

8. Faxing and Photocopying

• Fax and photocopy documents as requested.
  
• Report incorrect fax numbers promptly to the requestor.
  

9. Mail Processing

• Receive, sort, distribute, redirect, and track incoming and outgoing mail.
  
• Ensure timely preparation of mail for pickup and notify requestors if unable to meet deadlines.
  

10. Travel Coordination

• Assist in arranging travel and related documentation, including verifying trip details, obtaining clearances, and confirming reservations.
  
• Support the preparation of travel vouchers and maintain accurate records of travel expenses and receipts.
  

11. Training Coordination

• Support the preparation and tracking of training requests.
  
• Assist in scheduling and serve as a liaison with the appropriate office for training approvals and processing.
  

12. Timekeeping Support

• Input and monitor timecard data for payroll processing.
  
• Ensure accurate and timely submission and correction of timecards.
  
• Serve as the point of contact for timekeeping inquiries from division/office staff.
  

Personnel Qualifications
Minimum Education and Experience:

• Associate’s Degree preferred. Related federal government experience is an advantage.
  
• In lieu of a degree, a minimum of three years of experience in administrative support roles will be considered.
  

Required Skills and Experience:

• Strong written and verbal communication skills in English.
  
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint).
  
• Familiarity with administrative tools and systems, including:
  • Records Management systems
    
  • SharePoint or similar platforms
    
  • Human Resource Information Systems (HRIS)
    
  • Correspondence and travel systems
    
  • Payroll systems
    

Preferred IT Tools Experience:

• MAXIMO database
  
• JIRA application
  
• WebTA or QuickTime (for timekeeping)