Integrated Finance and Accounting Solutions
Administrative Assistant (Hybrid)
Integrated Finance and Accounting Solutions, Charleston, South Carolina, United States, 29408
Interested in Applying? I have a few preliminary questionsDo you have experience keeping up with time and attendance for employees?Do you love organizing and coordinating visits, meetings and sometimes events?Are you flexible, approachable and have a professional demeanor?Are you great at collaborating with others?Can you edit documents for grammatical errors and formatting?Are you looking for a job in the Department of State, located in Charleston, SC?If you answered yes to most of these, keep reading on.
Why is this Different from other Job Opportunities?
All contractors supporting this Department must be able to either possess or obtain a Security Clearance of " Secret ".
Important note to consider:
A Secret Clearance will open a lot of other doors for your career in the Government to include possibilities of being hired directly.
You Must Meet these Minimum Requirements
Graduation from a Two-Year college with at least two years of experience in a related field.Superior organizational, oral and written communication skills. The ability to follow directions and have the ability to understand brief explanations of work requirements.Superior level experience with computer applications (Microsoft Applications - Outlook, Teams, OneDrive, OneNote, Forms, SharePoint, Excel, PowerPoint, Office, Word) is required and the ability to learn and independently use DoS Administrative systems.Interpret and adapt guidelines, including written policies, precedents and practices.Maintains a close and highly responsive relationship to the office's day-to-day activities and works fairly independently, receiving a minimum of detailed guidance.We are also Looking for
Mastery of the Microsoft Productivity Suite 365Advance skills with Excel (will be confirmed on interview)Administrative knowledge of SharePointKnowledge or ability to learn Microsoft FormsUser knowledge of Power Apps, to include Power BIOur most Successful Employees in this Position Demonstrate
Ability to handle a wide variety of situations and conflicts involving the clerical or administrative functions of the office that often cannot be brought to the attention of the executive.Extensive customer service experience with ability to de-escalate situations.Flexibility; open to implementing changes in policies and procedures.Show initiative and be proactive rather than reactive.Work independently but know their role in the team.Prioritize tasks and change from task to task simultaneously.Overview of Department:
The employee will provide administrative support to Global Financial Operation's Directors and the Managing Director. The employee will be expected to provide principal secretarial support in the office maintaining a close and highly responsive relationship to the office's day-to-day activities, work independently, get an understanding of the office routine and an understanding of the organization, programs, and procedures related to the work in the department.
Detailed job responsibilities include:
Directly supports and assists the Accounting Operations Director, Randy Stanley, management staff, and supervisory staff and a staff of 50+ employees (contractor and civil service).Handles a wide variety of situations and conflicts involving the clerical or administrative functions of the office that often cannot be brought to the attention of the supervisor.Prepares, proofreads, and/or edits correspondence, recurring reports, agendas and like documents.Acts as the division timekeeper using WebTatel, for all assigned direct hire personnel. Serves as contact person for absent or tardy notifications.Maintains the master sign-in log for time and attendance, annual and sick leave.Schedules and tracks conference facilities, meetings, attendees and calendars for the management team.Maintains the Directors and management teams' calendars, planning schedules and leave schedules.Prepares travel orders for division personnel, arranging accommodations, transportation, and travel documents. Reviews requests for travel compensation, and any associated allowable expense with each travel for accuracy and conformance to SDM and GFS travel policies; Produces and tracks travel orders in e2 for direct-hire staff; Obtains e-tickets for direct hire travelers before commencement of travel; Develops and sends country clearance request; Obtains visas for traveler and advise staff on visa requirements.Assist staff with the renewal of Diplomatic and Tourist passports.Delivers, retrieves, opens and routes mail as needed by subject matter. Assists all division personnel with faxing, copying, scanning, requisitioning office supplies, placing service calls, etc. Ensures office supply room is stocked with consumable supplies for use by all division personnel and distributes UPS/Fed Ex Packages.Maintains all civil service training requirements and courses completed through Microsoft Access system called IDP. Manages all training request forms from civil service employees and notifies when training courses are available. Advises managers of required training and office procedures.Anticipates and prepares materials needed by the supervisor for conferences, correspondence, appointments, meetings, telephone calls, etc., and informs supervisor on matters to be considered.Attends and records minutes and notes for meetings requested by management team.Supports all hiring activities including tracking and maintaining hiring records, scheduling interviews with hiring candidates, and maintaining historical hiring documentationPrepares special or on-time reports, summaries, selecting relevant information from a variety of sources such as reports, documents, correspondence, other offices, etc.Screens department's visitors, or incoming correspondence and provides "solution based" customer service.Working knowledge/use of: Color Copier, including adding toner, Fax Machine, Color printer, including adding toner, B&W printer, includes adding toner, Digital sender, Shredder and UPS for all staff.Work Schedule
The employee will work an 8-hour shift between the hours of 6:15 am to 6:00 pm with a non-compensated 45-minute lunch (See your Project Manager for work schedule and department policies). Additional hours may be required and must be authorized by your Project Manager and DoS Management.
This is a hybrid position with 2 days teleworking and 3 days on-site.
Software Systems Utilized
Microsoft Suite 365 (Word, Excel, PowerPoint, Publisher, Teams, OneDrive, OneNote, Forms, SharePoint, and Outlook)WebTATEL (Timesheets)E2 (GeT) Solutions (Travel System)IDP database system (Education Requirement Tracking System)Power Apps to include Power BIWebTatel (Time and Attendance)E2 Solutions (Travel Software)
Why is this Different from other Job Opportunities?
All contractors supporting this Department must be able to either possess or obtain a Security Clearance of " Secret ".
Important note to consider:
A Secret Clearance will open a lot of other doors for your career in the Government to include possibilities of being hired directly.
You Must Meet these Minimum Requirements
Graduation from a Two-Year college with at least two years of experience in a related field.Superior organizational, oral and written communication skills. The ability to follow directions and have the ability to understand brief explanations of work requirements.Superior level experience with computer applications (Microsoft Applications - Outlook, Teams, OneDrive, OneNote, Forms, SharePoint, Excel, PowerPoint, Office, Word) is required and the ability to learn and independently use DoS Administrative systems.Interpret and adapt guidelines, including written policies, precedents and practices.Maintains a close and highly responsive relationship to the office's day-to-day activities and works fairly independently, receiving a minimum of detailed guidance.We are also Looking for
Mastery of the Microsoft Productivity Suite 365Advance skills with Excel (will be confirmed on interview)Administrative knowledge of SharePointKnowledge or ability to learn Microsoft FormsUser knowledge of Power Apps, to include Power BIOur most Successful Employees in this Position Demonstrate
Ability to handle a wide variety of situations and conflicts involving the clerical or administrative functions of the office that often cannot be brought to the attention of the executive.Extensive customer service experience with ability to de-escalate situations.Flexibility; open to implementing changes in policies and procedures.Show initiative and be proactive rather than reactive.Work independently but know their role in the team.Prioritize tasks and change from task to task simultaneously.Overview of Department:
The employee will provide administrative support to Global Financial Operation's Directors and the Managing Director. The employee will be expected to provide principal secretarial support in the office maintaining a close and highly responsive relationship to the office's day-to-day activities, work independently, get an understanding of the office routine and an understanding of the organization, programs, and procedures related to the work in the department.
Detailed job responsibilities include:
Directly supports and assists the Accounting Operations Director, Randy Stanley, management staff, and supervisory staff and a staff of 50+ employees (contractor and civil service).Handles a wide variety of situations and conflicts involving the clerical or administrative functions of the office that often cannot be brought to the attention of the supervisor.Prepares, proofreads, and/or edits correspondence, recurring reports, agendas and like documents.Acts as the division timekeeper using WebTatel, for all assigned direct hire personnel. Serves as contact person for absent or tardy notifications.Maintains the master sign-in log for time and attendance, annual and sick leave.Schedules and tracks conference facilities, meetings, attendees and calendars for the management team.Maintains the Directors and management teams' calendars, planning schedules and leave schedules.Prepares travel orders for division personnel, arranging accommodations, transportation, and travel documents. Reviews requests for travel compensation, and any associated allowable expense with each travel for accuracy and conformance to SDM and GFS travel policies; Produces and tracks travel orders in e2 for direct-hire staff; Obtains e-tickets for direct hire travelers before commencement of travel; Develops and sends country clearance request; Obtains visas for traveler and advise staff on visa requirements.Assist staff with the renewal of Diplomatic and Tourist passports.Delivers, retrieves, opens and routes mail as needed by subject matter. Assists all division personnel with faxing, copying, scanning, requisitioning office supplies, placing service calls, etc. Ensures office supply room is stocked with consumable supplies for use by all division personnel and distributes UPS/Fed Ex Packages.Maintains all civil service training requirements and courses completed through Microsoft Access system called IDP. Manages all training request forms from civil service employees and notifies when training courses are available. Advises managers of required training and office procedures.Anticipates and prepares materials needed by the supervisor for conferences, correspondence, appointments, meetings, telephone calls, etc., and informs supervisor on matters to be considered.Attends and records minutes and notes for meetings requested by management team.Supports all hiring activities including tracking and maintaining hiring records, scheduling interviews with hiring candidates, and maintaining historical hiring documentationPrepares special or on-time reports, summaries, selecting relevant information from a variety of sources such as reports, documents, correspondence, other offices, etc.Screens department's visitors, or incoming correspondence and provides "solution based" customer service.Working knowledge/use of: Color Copier, including adding toner, Fax Machine, Color printer, including adding toner, B&W printer, includes adding toner, Digital sender, Shredder and UPS for all staff.Work Schedule
The employee will work an 8-hour shift between the hours of 6:15 am to 6:00 pm with a non-compensated 45-minute lunch (See your Project Manager for work schedule and department policies). Additional hours may be required and must be authorized by your Project Manager and DoS Management.
This is a hybrid position with 2 days teleworking and 3 days on-site.
Software Systems Utilized
Microsoft Suite 365 (Word, Excel, PowerPoint, Publisher, Teams, OneDrive, OneNote, Forms, SharePoint, and Outlook)WebTATEL (Timesheets)E2 (GeT) Solutions (Travel System)IDP database system (Education Requirement Tracking System)Power Apps to include Power BIWebTatel (Time and Attendance)E2 Solutions (Travel Software)