Administrative Assistant

Federal Agency in Washington DC is seeking an experienced and professional Secretary to provide support on an initial contract, with a possible 1-year extension thereafter. Must have federal experience, ability to work on site, and have US Citizenship.

Duties include:

Performing a variety of administrative duties associated with the management of the office of the Director including, but not limited to screening of phone calls and in person inquiries, scheduling meetings and support administrative officer with set-up for any training.

Prepare and maintain spreadsheet schedules for items such as incoming supplies and equipment. Track all purchase request on spreadsheet. Assist Management Support Assists with travel paperwork.

Performs receptionist duties including, but not limited to, greeting visitors, and directing visitors to staff members, directing incoming phones calls and mail, typing correspondence, forms, and reports, taking meeting minutes, distributing meeting minutes and providing photocopying services. Responsible for proper spelling, grammar, format, and arrangement of material prior to work being sent out of the office. Serves as a back up to other management assistant within the Management Services Branch

Maintains calendar for the Director and OSHEM’s calendar conference and team room reservations by scheduling appointments, coordinating meetings, scheduling conferences and virtual conferences and meeting using MS Teams and Zoom conferencing/collaboration platforms. Arranging meetings and conference calls, managing conference room calendar, receives all materials coming into and going out of the OSHEM office. Pick-up and route mail to proper SI departments and staff. Track and prepare FedEx labels and assist with FedEx packages in/out bound. Identify and report office equipment problems promptly. Drafts and type non-technical correspondence and memoranda, and other materials. Ensures all materials prepared for office authorization are properly formatted with correct spelling, punctuation, and grammar.

Experience in performing the following duties: interacting with a variety of individuals internal and external to an organization; planning and organizing multiple projects; and producing documents using computer applications such as word processing, spreadsheets and databases such as Microsoft Office Suite and email.

Assign staff to facilitate in the New Employee Orientation (NEO) for OSHEM presentations each year and send reminders before their scheduled dates. Prepare OSHEM’s New Employee Orientation (NEO) packets for the bi-weekly presentation (26 weeks/a year)

Coordinates with Safety and Occupational Health Specialist in implementing the Safety Glasses Program. Maintain OSHEM SI vehicles binders and schedule requested usage of SI vehicles to SI OSHEM staff.

Consistently works in a cooperative and professional manner in all assigned duties. Provides other office support and other administrative duties as assigned. Demonstrate a team-oriented approach and good customer service skills.