Administrative Assistant With Government Experience

Administrative Assistant 

 

Minimum Education and Experience: A minimum of a high school diploma is

required. A minimum of four (4) years of experience performing

administrative duties is required.

 

At least two (2) years of experience

gained through employment with a contractor is desired. Knowledge of and

experience with systems and/or procedures is desired. Examples of systems

include records management, SharePoint or similar, information systems,

human resource information systems, correspondence systems, travel systems

and payroll systems. Ability to communicate in English both orally and in

writing. Proficient in various types of Information Technology resources

such as Microsoft Office Suite products.

 

 

2.1.1 *Arranging Appointments, Conferences, and Meetings* The Contractor

shall assist with scheduling meetings, arranging appointments, conferences,

and meetings with internal FHFA employees and members of the private

sector. Upon request, the contractor shall provide assistance to

executives, management and staff during meetings to include, but not

limited to: arranging and coordinating logistics; recording meeting

minutes; and providing in meeting logistical support.

 

2.1.2* Answer Telephone Calls *The contractor shall answer telephone calls

and route to the appropriate staff member as necessary. All calls shall be

answered in a professional and courteous manner as soon as they are

received. The contractor shall respond to basic inquiries and redirect

calls as necessary based on the needs of the caller.

 

2.1.3 *Receive and Coordinate Official Visits*

The contractor shall receive visitors when required and direct them to the

appropriate location or staff member. Aid executives, management, and staff

in submitting and completing visitor access requirements for official

meetings and office visits.

 

2.1.4 *Create and Edit Documents*

Upon request, the contractor shall create basic, non-technical documents

using appropriate word processing software. These documents may include,

but are not limited to, form letters, memoranda, speeches, and reports. The

contractor shall also edit office documents as requested. Editing includes,

but is not limited to, proofreading as well as correcting format, grammar,

and spelling errors. The Contractor shall create and proofread documents in

accordance with the FHFA Official Documents Policy and approved FHFA

templates.

 

2.1.5* Records Management*

The Contractor shall provide support to executives, management, and staff

to aid in the proper declaration, management, and disposition of Agency

records in accordance with FHFA’s Records Information Management (RIM)

policy. The Contractor shall ensure files are stored in the appropriate

location in accordance with Division/Office File Plans and FHFA’s

comprehensive records schedule.

 

2.1.6 *Maintain Office Supplies*

The Contractor shall monitor office supplies in the designated location for

executives, management and staff and reorder and restock as necessary, in

accordance with FHFA and division/office supply guidelines and procedures.

 

2.1.7 *Maintenance and Use of Office Equipment*

The Contractor shall monitor all office equipment and contact the

appropriate staff or service personnel when problems arise. The Contractor

shall report malfunctioning equipment within one hour of notification or

detection. The Contractor shall follow up with the responsible staff to

ensure that equipment is repaired appropriately.

 

2.1.8 *Faxing/Photocopy Documents*

Upon request, the Contractor shall fax and/or photocopy documents for BOB

or other required staff. Faxes shall be sent to the proper fax number as

indicated on the request. The Contractor shall report bad fax numbers to

the requestor immediately.

 

2.1.9 *Process Mail*

The Contractor shall, upon request and requirement, receive, sort,

distribute, redirect, and forward incoming mail. The Contractor shall

maintain a tracking system for incoming and outgoing controlled mail. As

requested, the Contractor shall also package, send and deliver outgoing

mail. All items received by the Contractor prior to 3 hours in advance of

the deadline for US Postal Service or Overnight Carrier pickup shall be

prepared for pick-up prior to the

deadline. The Contractor shall immediately notify the requester when not

able to process the outgoing item prior to that day's pick-up time set by

the appropriate carrier.

 

2.1.10 *Assist with Travel Arrangements*

The Contractor shall assist in the preparation of travel arrangements and

related documents. Preparation includes, but is not limited to, verifying

the nature of the travel, obtaining necessary clearances, coordinating with

the appropriate government travel contract agency, confirming reservations,

responding to questions related to allowable travel costs, and making any

other logistical arrangements. Travel preparations shall be initiated for

the traveler. The Contractor shall assist with making travel arrangements

in the Government Travel System. The Contractor shall assist staff with

travel vouchers and maintain accurate records of travel costs incurred by

division/office staff and including travel receipts.

 

2.1.11 *Assist with Training Requests*

The contractor shall assist executives, management and staff with the

preparation, submission, and approval of training requests. The Contractor

shall process and monitor training requests for division/office staff and

provide assistance with scheduling, and liaison with the appropriate office

to ensure processing.

 

2.1.12 *Timekeeping*

The Contractor shall monitor/input required timecard data for payroll

processing and verify data entry for accuracy and timely submission. The

Contractor track on time completion, validation and certification of

timecards and timecard corrections. The Contractor shall serve as the

initial point of contact for division/office staff timekeeping inquires and

questions.