Senior Administrative Assistant

Accountability, Administrative support, Business operations, Defense Travel System, Government, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft PowerPoint, Resource management, Filing, Email, Documentation
Full Time
$40,000 - $60,000
Travel not required

Job Description

 

  • Receives and distributes incoming mail for the agency; reviews outgoing correspondence for completeness, suspense dates, enclosures, dates and signature blocks are IAW AR 25-50 Information Management, Preparing and Managing Correspondence and the Army Staff Guide. Utilizes Federal Express to send packages worldwide and maintains a log for all packages sent and received. Ensures all personnel know established procedures for using FEDEX and has FEDEX forms readily available. 

 

  • Receives telephone calls and greet visitors to USAHFPA, refers visitors/telephone calls to the appropriate staff member. Obtains the visitor parking passes when required and coordinates visitor building access cards. Maintains and distributes agency telephone listing. 

 

  • Writes and prepares correspondence IAW Army Regulations 25-50; copies, distributes and maintains records and files for future retrieval. Prepares copies for personnel requiring them and distributes copies as required. 

 

  • Establish and maintains an efficient filing system for office documents according to Army regulations DA PAM 25-403 and AR 25-400-2 

 

  • Utilizes Microsoft Office 2010 Suite (Word, Excel, Power Point, Outlook, etc.), to create documents, briefing slides, spreadsheets, emails, and calendars. 

 

  • Provides administrative support for conferences. This may include preparing conference books, maintaining attendee accountability spreadsheets, and any other administrative requirements needed. 

 

  • Maintains the Agency’s individual training status and statistics database. Utilizes the Defense Training Management System (DTMS) used to input training completed. Provides monthly report on training statistics and notifies individuals when they are within 90 days of the expiration date for mandatory training. 

 

  • Prepares TDY orders and travel vouchers in the absence of the Travel Coordinator. Processing automated DD Forms 1610 and 1351-2. Required to use the Joint Travel Regulations, knowing what expenses are reimbursable and the documents required for reimbursement on the DD Form 1351-1. Process requests for overseas country clearances. Must utilize the Defense Travel System (DTS), and be able to handle travel requests in the absence of the Travel Coordinator to include making group travel reservations, and coordinating travel from several different locations in a timely manner which facilitates ground transportation to same conference/meeting and reviews vouchers for completeness and accuracy before they are forwarded to the Resource Manager for review and certification. 

 

  • Maintain historical longitudinal tracking system of all USAHFPA taskings utilizing spreadsheets. Maintains the organizations Emergency Alert Notification Systems (EANS) database. 

 

  • Maintain agency recurring reports and documents. 

 

  • Responsible for establishing and maintaining the office supply stock levels and special requirements from the divisions located at Falls Church, VA. Coordinates the purchase of supply requirements with the Government Purchase Cardholders. 

 

  • Serves as the POC for coordination of all teleconferences with the OTSG Service Desk and VTC requests with the Global Service Center. Provides call-in numbers and codes to attendees. 

 

  • Determines which actions require an initiation of an OER for a Soldier. Maintains OER rating schemes. Establishes and maintains an OER suspense tracking system to track OERs and to ensure that they are submitted within 90 days of the end of the rating period in the Evaluation Entry System (EES). The incumbent is responsible for the OER status section on the weekly Business Operations slide(s) as well as the identification of any change in duty assignments which trigger the submission of a military award recommendation. 

 

  • Manages and tracks mandatory training for the organization. Creates and maintains individual training database records for all military, civilian, and contract personnel in the Defense Training Management System. Creates delinquency reports and maintains the training statistics. 

 

  • Serve as timekeeper for the organization and must know the process and procedures and codes required to complete the timecards and be proficient in entering this information into the Department of Defense Automated Time Attendance and Production System (ATAAPS) automated time card system.

 

Dice Id : RTX16d84d
Position Id : 6579490
Originally Posted : 2 months ago
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