Summary:

Yorktown Systems Group is seeking a qualified Administrative Assistant to support the Foreign Service Institute. This position will provide administrative support to executive staff with office management responsibilities to include budgeting, personnel records, and payroll. Provide support for budget and procurement functions for an assigned division or portfolio, utilizing

agency logistics systems as needed. The Administrative Assistant may be required to work independently on projects requiring research and preparation of briefing charts and other presentation materials.

Specific duties may include, but are not limited to:

• The Administrative Assistant uses greater judgment and initiative to determine the approach or action to take in non-routine situations, interprets and adapts guidelines, including unwritten policies, precedents, and practices, which are not always completely applicable to changing situations.
• Shall handle differing situations, problems, and deviations in the work of the office according to the office supervisor's general instructions, priorities, duties, policies, and program goals.
• Shall carry out recurring office procedures independently and select the guideline or reference that fits the specific case.
• Performs varied duties including or comparable to the following:
  • Based on knowledge of the office supervisor's views, compose correspondence on own initiative about administrative matters and general office policies for office supervisor's approval.
  • Anticipate and prepare materials needed by the office supervisor for conferences, correspondence, appointments, meetings, telephone calls, etc., and informs supervisor on matters to be considered.
  • Read publications, regulations, and directives and take action or refer those that are important to the office supervisor and staff.
  • Prepare special or one-time reports, summaries, or replies to inquiries, selecting relevant information from a variety of sources such as reports, documents, correspondence, other offices, etc., under general directions.
  • Advise secretaries in subordinate offices on new procedures; request information needed from the subordinate office(s) for periodic or special conferences, reports, inquiries, etc., and shifts clerical staff to accommodate workload needs.
  • Screen telephone calls, visitors, and incoming correspondence; personally respond to requests for information concerning office procedures; determine which requests should be handled by the office supervisor, appropriate staff member or other offices, prepare and sign routine non-technical correspondence in own or supervisor's name.
  • Schedule tentative appointments without prior clearance. Make arrangements for conferences and meetings and assemble established background materials as directed. May attend meetings and record and report on the proceedings.
  • Review outgoing materials and correspondence for internal consistency and conformance with supervisor's procedures; assure that proper clearances have been obtained, when needed.
  • Collect information from the files or staff for routine inquiries on office program(s) or periodic reports and refer non-routine requests to supervisor or staff.
  • Explain to subordinate staff office supervisor's requirements concerning office procedures, coordinate personnel and administrative forms for the office and forwards for processing.
  • Respond to routine telephone requests that have standard answers; refer calls and visitors to appropriate staff.
  • Control mail and assure timely staff response and send standardized email correspondence.
  • As instructed, maintain calendars, make appointments, and arrange for meeting rooms.
  • Review materials prepared for approval for typographical accuracy and proper format.
  • Maintain recurring internal reports, such as time and leave records, office equipment listings, correspondence controls, and training plans.
  • Requisition supplies, printing, maintenance or other services, type, take and transcribe dictation, create and maintain office files.
• Additional administrative program support duties may include the following: reserving and preparing classrooms, organizing training materials (including duplication and/or photocopies, preparing name tents, door signs, etc.), submitting service requests, assisting in basic logistical arrangements, performing data entry on course registration/enrollment, running reports, and providing general administrative support to students, instructors, and guest speakers.

Required Qualifications:

• U.S. citizenship.
• Fluency in the English Language.
• A high school diploma.
• Two to three years of experience in a related field.
• Superior organization skills with a high level of attention to detail.
• Effective oral and written communication skills.
• The ability to follow technical direction as delivered by the CO, COR, ACOR, or GTM.
• The ability to interact effectively in a multicultural setting.
• Excellent customer service skills.
• The ability to work effectively and on a team with colleagues in various employment categories such as civil and foreign service government employees and other contract employees.
• The ability to effectively utilize Microsoft Office business applications software sufficient to meet the needs of their specific position (e.g. Microsoft Outlook, Excel, Teams, PowerPoint, SharePoint.

Desired Qualifications

• Secondary education, such as associates or bachelor's degrees.
• Work experience in an educational or training institute.
• Skills or experience relevant to the particular training division that the contractor is being proposed to support (e.g. foreign language skills in SLS or regional experience in SPAS/AS).

Clearance: Must Pass a Background Check

Location: Arlington, VA

Travel: Some Travel May be Required