SJS Headquarters

Executive Administrative Assistant

Job Locations US-DC-Washington
Posted Date 2 weeks ago(2/6/2018 4:12 PM)
Job ID
2018-1630
# of Openings
1
Category
Administrative/Clerical

Overview

The Executive Adminstrative Assistant (EAA) supports the functions of the Public Works, Business Line (PWBL) of NAVFAC Washington, primarily serves as the management assistant to a member of the Senior Executive Service (SES) with secondary support to the deputy director and office as a whole. The HQ PWBL provides business line leadership and direction for NAVFAC's PWBL programs across the NAVFAC enterprise. Routinely interacts with other members of the SES within the command, flag officers, senior Navy and Department of Defense leadership and Congressional staffs.

Responsibilities

The duties of the position include:

  • Executive Support — Responsible for screening and responding to telephone calls from other SES members, senior Navy and Department of Defense leadership and their staffs. The holder of the position will maintain the calendar daily, following-up on scheduled meetings, print and compile briefing documents, and arrange transportation when/if needed. Specific day to day tasks may require screening and responding to visitors and incoming correspondence, and referring calls and visitors to the appropriate staff, responding to requests for information concerning office procedures, and controlling all incoming and outgoing correspondence in a timely manner, determining the appropriate level of staff support for all requests for information. Coordinate and plan events, meetings- conference room bookings and arrange appointments for the PWBL Leader and his staff as well as assembling established background materials as directed. The position holder is expected to perform standard clerical duties such as typing, faxing, photocopying, filing, picking up and distributing mail, receiving telephone calls and visitors and maintaining correspondence files.
  • Tasker System Responsible for managing and coordinating the tasker system packages received by PWBL and following up on due dates, ensuring all taskers are completed on time. Effort includes sending out reminders to PWBL Product Line Leaders and supervisors responsible for the (asker and loading responses in the tasker system accordingly.
  • Supply Purchases Responsible for all office supplies, printing, and maintenance requisition, Responsible for ensuring all printer issues are resolved in accordance with CIO instructions. The OSR Form should be reviewed by a senior program analyst so the current fiscal year JON and WC can be assigned for proper resourcing.
  • Typing & Correspondence - Type a variety of documents from draft to final version using a personal computer. These documents requite the production of memorandum, reports, forms, spreadsheets and similar material and require proofreading for punctuations and spelling errors. Qualified candidates will also be expected to prepare routine non-technical letters and approve form letters.
  • Management Information Systems (MIS) - providing data input into various systems, i.e. Word, Excel, and PowerPoint in support of the above administrative duties. This includes maintaining the correspondence log in 'I'RIMS (Total Records Information Management System), serializing outgoing correspondence and updating and maintaining office calendar, office recall/contact lists and leave request in MS Outlook.
  • Office Management — Assist the designated office in support of new employee's check-in/check-out process, minor proper inventory control, Command information Office (CIO) / Navy Marine Corps intranet (NMCI) liaison for software and hardware requirement. Additional management requirements include maintaining supervisor's calendars, making appointments and arranging for meeting rooms, scheduling recurring appointments without prior approval from supervisors, assembling and disassembling conference materials. flyers, booklets and handouts, maintaining internal office reports and filing system, such as files, time & attendance, correspondence log, minor inventory/property listing and annual training requirement list. Candidates will also be responsible for reviewing all outgoing correspondence and material for internal consistency and confirmation, ensuring proper clearance has been obtained, and coordinating all personnel and administrative documentation for new employee in-processing. Securing all Personal Identifiable information (PII) and coordinating with all NAVFAC business and support lines to ensure a smooth check-in process.
  • Professional Registration Board Responsible for maintaining the PWBL inputs to the Command Professional Registration Board ensuring it is kept up to date. Travel - Support PWBL staff in fulfilling travel needs by properly inputting travel orders into DTS and ensuring vouchers are completed and travel reimbursements processed within 5 days of travel for all PWBL staff. Manage a log of PWBL travel cost to assure payment is finalized.

Qualifications

Required to possess intermediate skills in office automation software (i.e. MICROSOFT OFFICE 2007 based program or higher and other types of office information database software, such as ORACLE.)

LEVEL OF EDUCATION/EXPERIENCE
Education: High School diploma or equivalent is required. College degree is preferred.

Experience: A minimum of five years or work experience in an office environment is required.

 

SPECIAL REQUIREMENTS - Individual Must:

  • Be a United States citizen, with good vision, and physical health/condition
  • Be able to read, write and speak English fluently
  • Have the ability to prepare clear, well organized written correspondence
  • Have no outstanding criminal warrants or felony convictions
  • Able to pass a federal background check and drug screening

Options

Sorry the Share function is not working properly at this moment. Please refresh the page and try again later.
Share on your newsfeed