Executive Administrative Assistant Job at Tatitlek Federal Services, Inc (TFSI)

Executive Administrative Assistant

Job Locations

US-GA-Fort Eisenhower

ID

2024-2183

Category

Administrative/Clerical

Position Type

Regular Full-Time

FLSA Status

Non-Exempt

Overview

Provides administrative support to meet the needs of INSCOM staff. The position is covered under the Service Contract Act (SCA).

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Provide Professional and Administrative support for the Headquarters, US Army
Intelligence and Security Command, performing all office management duties independently, to include functions that enhance administrative, communication, staffing and organizational effectiveness.
• Provides advice and guidance to Staff members, personnel and action officers on the full range of administrative support services and requirements.
• Maintain the Directorate's front office's calendars for commitment of time,
  reserving conference or other rooms as necessary upon request. Briefs the Staff members, personnel and action officers' appointments; obtains and provides backup material on subjects to be covered within 2 days prior to event. As the status of priorities change, reschedules the calendar, conference rooms, etc. and coordinates changes with affected parties as soon as possible.
• Coordinate travel plans for the Staff Heads, personnel, and action officers as
  necessary by coordinating agenda items and itinerary with Headquarters Staff members, personnel and action officers at travel sites; coordinating travel and lodging arrangements using the Defense Travel System; ensuring proper protocol: requesting reports and other information needed for trips; and consolidating all necessary materials fop trip packets.
• Prepares trip reports, follows upon requirements and commitments made by Staff members, personnel and action officers ensuring that actions are relayed to proper staff members and accomplished expeditiously.
• Screens all callers and visitors to the office and directs them appropriately.
• Prepare all travel claim vouchers NLT 5 days from day of completed travel.
• Maintain comprehensive travel files and must be familiar with and capable of assisting
  with resource management.
• Responsible for the direction and coordination of assigned administrative/program functions within INSCOM, ensuring compliance with applicable INSCOM, and HQ DA administrative/program guidelines and procedures.
• Responsible for overseeing, reviewing, monitoring, and/or controlling classified
  and compartmented material and documents; suspense items for read-ahead, information papers, executive summaries, reports, etc.; pick up distribution and dissemination of incoming and outgoing mail NLT 1 working day; INSCOM Civilian and military awards; all equipment and supply procurement and funds request; records management: time and attendance records as required; and correspondence directed to the office for signature by the assigned INSCOM Staff members, personnel and action officers. Correspondence must be reviewed and processed NLT 1 working day of receipt and disseminated NLT 1 working day of completion.
• Act as a liaison for INSCOM military and civilian employees with appropriate internal or external offices/agencies to coordinate actions and resolve questions/problems. Inquiries or resolution of questions should be addressed within 2 working days.
• Provides advice and direction to INSCOM personnel as necessary regarding the processing and staffing of administrative actions.
• Evaluates documents as to their intended purposes, proposed implementation, and distribution.
• Tracks all assigned INSCOM suspense items daily based on extensive knowledge of INSCOM functions and ongoing activities.
• Enhance the effectiveness of the assigned INSCOM mission requirements by
  developing methods for automating and preparing administrative reports considering the interrelationships of reports and multiple uses of data. Determines the best software type for each report (such as database or spreadsheet).
• Determines data categories to be established, sorting and calculating functions to be performed, and procedures for entering and retrieving data.
• Uses graphics software to provide graphic symbols, charts, and graphs for view graphs or paper presentations.
• Accurately and promptly transmits and receives documents and messages electronically using PCs or networked workstations.
• Provide administrative support to select staff members.
• Perform specialized complex clerical work and a wide variety of clerical services.
• Required to perform secretarial or administrative tasks, relaying information to and coordinating actives.
• Prepare correspondence IAW Army Regulation 25-50 upon request.
• File documents and duplicate copies as required within 1 working day.
• Track the status of all in-coming suspense items daily.
• Receive in-coming mail and distribute to the appropriate section or individual with
  1 working day.
• Schedule conference rooms upon request and notifications will be made to required
  attendees of a scheduled meeting in advance.
• Prepare all correspondence including fliers, slides and meeting agendas within the week prior to event.
• Assist in the setup and clean-up of the meeting space as required.
• Input time and attendance records for civilian supervisors as required.
• Compile office supply requests from subordinate sections and maintain the status of
  supply orders as required.
• Shall not perform inherently Governmental functions under this Task Order, such as
  determining federal program priorities or budget policy, or controlling federal employees, or determining what supplies or services are to be acquired by the Government. Services closely associated with some of these Inherently Governmental functions may be required under this Task Order, but any exercise of discretion, policy judgments, or final decisions must be reserved for Government officials only.

NON-ESSENTIAL DUTIES AND RESPONSIBILITIES:

Other duties as assigned.

REQUIREMENTS/QUALIFICATIONS
EDUCATION AND EXPERIENCE:

• U.S. Citizen.
• Possess DoD TS/SCI with T5.
• Must have excellent proof reading/attention to detail skills.
• Have Data Base Entry abilities (updating existing databases).
• Have the ability to interpret regulatory guidance.
• Proficient in Customer Service Skills (responding to inquiries/subordinates/command group and higher level command).
• Must have excellent communication skills.
• Be proficient in typing.
• Proficient with a broad range of Microsoft Office Programs.
• Strong knowledge of Microsoft Office 13 products.
• Knowledge of office machines in order to print, scan, and fax documents.

MINIMUM EDUCATION REQUIREMENT:

Bachelor Degree or 5 Years of Commensurate Experience.

SPECIALIZED EXPERIENCE:

• 5 years' experience at the Senior-level, supporting a high-OPTEMPO, multi- faceted organizations.
• Proficient in Defense Travel System, personnel and action officers as necessary by coordinating agenda items and itinerary with Headquarters Staff members, personnel and action officers at travel sites.
• Ability to coordinate assigned administrative/program functions within INSCOM, ensuring compliance with applicable INSCOM, and HQDA administrative/program guidelines and procedures.
• Perform general office, administrative, personnel and receptionist functions in support of INSCOM to include but not be limited to review, edit, revise, log, route, track, and update a variety of correspondence to include requests from external audit organizations for information, documentation, and meetings.
• Prepare correspondence IAW Army Regulation 25-50, file documents, duplicate copies as required, track the status of all in-coming suspense items, receive in-coming mail and distribute to the appropriate section.
• Schedule conference rooms and notify required attendees of scheduled meetings, prepare all correspondence including flyers, slides and meeting agendas, and assist in the setup and cleanup of the meeting space as required.
• Compile office supply requests from subordinate sections and maintain the status of supply orders, manage select staff members' calendars, schedule appointments and make arrangements for conferences, travel, hotel, and rental car accommodations using the Defense Travel System.

ADDITIONAL QUALIFYING FACTORS:

Must have the ability to obtain and maintain a security clearance. In addition, a satisfactory background screening, negative drug test, positive references and proof of identity and legal authorization to work in the United States and for TTO are required. May require occasional travel.

The Tatitlek Corporation gives hiring, promotion, training and retention preference to Tatitlek shareholders, shareholder descendants and shareholder spouses who meet the minimum qualifications for the job.

As an equal opportunity employer, The Tatitlek Corporation recognizes that our strength lies in our people. Discrimination and all unlawful harassment, including sexual harassment, in employment is not tolerated. We encourage success based on our individual merits and abilities without regard to race, color, religion, national origin, gender, sexual orientation, gender identity, age, disability, marital status, citizenship status, military status, protected Veteran's status or employment.

Salary

$41.31/hourly