Summary:

The Administrative Assistant III will perform diverse secretarial and administrative duties in support of a designated Program Office and/or Senior Manager. Key responsibilities include initiating special reports, composing routine correspondence, compiling statistical and/or budget information and communicating with personnel at all levels of region and designated personnel at the FPS HQ level to gather, record and convey information.

Duties

- Independently performs administrative and clerical support functions with minimal guidance and supervision.

- Serves as liaison to answer questions pertaining to office services and procedures.

- Monitors telephone calls; responds to routine questions; and routes callers to the appropriate staff member(s), as appropriate.

- Coordinates and maintains work calendars for senior staff and makes notification of meetings, events and activities requiring their participation.

- Supports meetings/conference calls prepares and disseminates minutes and coordinates the completion of follow-up action items with appropriate staff members. Coordinates to ensure that key staff members are present at meetings and brief the participants before meetings occur.

- Coordinates IT service requests /help desk tickets for new installation, repair, and maintenance of all IT equipment and follows up with the requestor of origin to verify work order completion.

- Performs administrative timekeeper support functions for Staff that is responsible for WebTA data input; data verification; auditing; payroll processing; coordination for timely submissions; records maintenance; and coordination of password resets, including validating timecards (with the approval of Task Manager or another FPS supervisor), updating profiles, providing reports as requested.

- Processes, sorts and delivers incoming and outgoing priority and express mail, to appropriate staff members. In addition, prepares packages for courier or express service pick-up.

- Assists in coordinating SES level travel approval through the Assistant Director for Field Operations; prepares draft Travel Authorizations; and reviews expense reports for accuracy prior to management approval.

- Prepares and collects data for the development of employee Performance Work Plans, Individual Development Plans, and Performance Evaluations.

- Coordinates and disseminates instructor requirements to include venue locations and training materials/aids. Establishes and maintains functional filing systems.

- Receives documentation to monitor and track fund allocations and expenditures. Prepares monthly draft expense reports.

- Performs and compiles basic analysis of data and generates a variety of reports to upper management. Verifies timely submission and compiles data for recurring reports and deliverables.

- Initiates special reports, composes routine correspondence, and compiles statistical and budget information, providing communication with all levels of NPPD personnel to gather and convey information.

- Welcomes guests and customers by greeting them in person or on the telephone and answering or directs inquiries. Independently completes research.

- Conducts numerous automated system searches to collect information with minimal information and forward data to higher-level agents or specialists.

- Maintains contact with investigative personnel concerning oral requests and dispatch reports. Checks defined criteria and appropriate clearances of data files.

- Reviews case entries prior to processing appropriate documentation, serial number, and approval by higher-level agents or specialists.

- Assists with analyzing information to ensure adherence to established requirements for entering data into the law enforcement computer system, and gather, assemble, and analyze facts to draw conclusions and devise solutions.

- Assists with establishing protocols for incoming data, organize computerized data sets, and retrieves computerized data.

- Assists with the planning, review, and reporting of data/statistical results of program or project studies.

- Maintains automated systems of program-specific data to track suspense on items, such as project milestones, progress reports, etc.

- Exchanges and develops information, and assists with making recommendations about inconsistent data, such as proposing validation steps for entering and retrieving information from enforcement case files and program materials to boost the accuracy of program reports.

- Collects program information from technical specialists, entering it into a variety of electronic information systems, searching for related information, and retrieving all relevant data; extracting and reviewing a considerable volume of information to arrive at a product; and consolidating the information into standard reporting formats.

- Coordinates meetings within Branch or District, and the Region, including scheduling conference rooms and the conference line and sending out invites to all participants.

- Coordinates to ensure that staff members are present at meetings and brief the participants before meetings occur.

- Performs ESTT coordinator duties, keeping in communication with personnel throughout the region to ensure tasks are completed on time.

- Creates internal ESTT tasks for Branch or District, compiling the data gathered from these tasks and creating reports. Performs miscellaneous duties associated with administrative support tasks.

- Coordinates the use of the Conference Rooms with FPS personnel and/or outside agencies/other stakeholders.

- Drafts special research requests for review.

- Supports the conduct of unique queries of considerable difficulty to extract data from a broad range of law enforcement, compliance, and/or inspection computer systems.

- Supports analysis of information to ensure adherence to established requirements for entering data into the law enforcement computer systems. Information is gathered, assembled, and analyzed to draw conclusions and devise recommended solutions.

- Supports establishment of protocols for incoming data, organizing computerized data sets, and retrieving computerized data.

- Supports planning, reviewing, and reporting of data/statistical results of program or project studies.

Requirements:

- An AA, BS or BA degree is highly preferred. Five (5) years of experience as an Administrative Assistant/Secretary assisting Administrators at/or equivalent to the GS-12 and GS-13 grade level will be required in lieu of the degree.

- Employees must possess five years of work experience, with the knowledge and skill of general office operations and procedures.

- Possessing practical knowledge of the organization, including the understanding of operational relationships between offices and organizational levels is highly desired.

- Must have the ability to use a personal computer and various applications, including (but not limited to): Databases used to track organizational information, accurate typing skills with a minimum speed of 40 words per minute, proficiency in Microsoft Office computer software applications, including Word, Excel, PowerPoint, SharePoint, establishment, and maintenance of a comprehensive file system.

Job Type: Full-time

Pay: $35,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Health savings account
• Paid time off
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift

Education:

• Associate (Required)

Experience:

• Administrative: 5 years (Required)
• Databases: 5 years (Required)

Ability to Commute:

• Suite 336 Nashville, TN (Required)

Ability to Relocate:

• Suite 336 Nashville, TN: Relocate before starting work (Required)

Work Location: In person