Administrative Assistant
***This position requires an active Top-Secret clearance. ***
Provide administrative and liaison support while exhibiting broad latitude in decision-making, provide special assistant and programmatic support to bureau Directors, Deputy Directors, Deputy Assistant Secretaries, and other staff.
Compensation & Benefits:
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Estimated Starting Salary Range for Administrative Assistant : $35.00-38.00 hourly
Pay commensurate with experience.
Full time benefits include Medical, Dental, Vision, 401K and other possible benefits as provided. Benefits are subject to change with or without notice.
Administrative Assistant Responsibilities Include:
- Provides general administrative support, including answering phones, monitoring.
- Serves as the Special Assistant to the Director and Deputy Director of EAP. Serves as EAP’s principal point of contact/liaison with the bureau's Office of the Assistant Secretary.
- Ensures a seamless and timely flow of information, policy guidance and advice between the EAP front office and the affected supervisors and members of the EAP Staff.
- Ensures the requisite clearance(s) and timely response by the responsible members of the EAP staff on formally tasked action items required by the Office of the Assistant Secretary.
- Provides administrative support, including making travel arrangements, office logistics, supply inventory, and other special administrative support as required by the Directorate.
- Responsible for incoming/outgoing correspondence, reviews and distributes incoming correspondence to appropriate action officers or staff; collects and reviews outgoing correspondence for neatness, accuracy, and proper handling and maintains related office chronological file.
- Establishes and maintains official files on specific subject matters.
- Assists with coordinating meetings, scheduling conference rooms, monitoring leave for staff personnel, ordering supplies, and other administrative duties.
- Works with the EAP Special Assistants to monitor internal tasks, deadlines, and deliverables.
- Receives and screens telephone calls and visitors; follows up to ensure necessary action is initiated, and subsequently works to assure that such action is completed as quickly as possible, as applicable, and appropriate.
- Enters all forms of correspondence in final form including cables, memorandums, letters, briefing papers, etc. Maintains the calendar for office management by arranging and scheduling appointments, handling all meeting requests and providing calendar information to management daily.
- Prepares meeting briefs to managers indicating appointment purpose and providing any relevant background data. Record minutes from meetings and prepares briefings materials.
- Serves as a T&A administrator; prepares and maintains T&A report; maintains and monitors office leave schedule as directed by the COR and/or GTM.
- Performs other appropriate administrative assignments such as document replication, ordering office supplies, inventorying office supplies, and other administrative duties as assigned.
- Ensures automation equipment is operational. Paper in the copier/fax machine, changes out printer ink cartridges, calls in work orders.
- Assists with setting up conference calls, coordinating with IT personal to setup conferences requiring IT support. Assists with prepping conference rooms before and after social events and official events during the workday.
- Assists with setting up and cleaning up official office events.
- Creates standard operating procedures related to office administration.
- Updates office management information, such as seating charts, phone lists, and welcome book.
- Coordinates badge access for EAP employees.
- Submits GSD Tracker/Ariba requests; provides back-up on Rhythmyx updates; assists managers in evaluations process via GEMS.
- Coordinates travel and processes vouchers for managers and ICA employees in E2.
- Works with EAP’s Staff Assistants and Executive Assistants to monitor internal tasks, deadlines, and deliverables. Manages the continuous and smooth flow of information, such as cables, correspondence, briefing papers, and memoranda; ensures that the 1CA Director receives relevant information in a timely manner.
- Serves as the SharePoint site expert and works to improve accessibility, archives, and functionality; provides regular training and briefings on the use of SharePoint to manage paper flow to staff within and outside the Bureau.
- Supports other developmental, leadership and training activities and assignments as applicable.
- Provides coordination, quality control, and process flow management for communications from and to the Office and among its constituent divisions.
- Contributes to the development of programs, goals, objectives, and administrative policies and processes for EAP, and the attainment of the goals and objectives.
- Uses a high degree of independent judgment in researching regulations, and in determining the relationship between guidelines and organizational efficiency and program effectiveness; uses his or her judgment in choosing, interpreting, or adapting available guidelines to specific issues or subjects.
- Escorts personnel as required.
- Provide Courier support services for passport/visa program.
- Performs other job-related duties as assigned.
Administrative Assistant Experience, Education, Skills, Abilities requested:
- High school diploma or equivalent; associate or bachelor’s degree preferred and 6 to 9 years of general office experience or an equivalent combination of education and general office experience.
- Ability to manage multiple tasks, coordinate activities and work well in a multi-cultural team environment.
- Strong organizational, communication, and interpersonal skills.
- Ability to work independently to assess priorities and manage daily coordination of details.
- Experience and proficiency in Department of State software and systems preferred but not required.
- Basic computer skills (Microsoft Office suite).
- Active Top-Secret clearance required.
- Must pass pre-employment qualifications of Cherokee Federal
Company Information:
Cherokee Nation Systems Solutions provides support, services, and solutions to federal and commercial customers. The company takes a personalized approach to solving our clients' toughest challenges, helping you make the most of your skills. CNSS is part of Cherokee Federal – a team of tribally owned federal contracting companies. For more information, visit cherokee-federal.com.
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Attention to Detail
Legal Disclaimer: Cherokee Federal is an equal opportunity employer. Please visit cherokee-federal.com/careers for information regarding our Affirmative Action and Equal Opportunity Employer Statement, Accommodation request, and Presidential EO 14042 Notice.
