Executive Assistant

Position: Admin Executive Assistant

DoS Manager: Deputy EX Director

Task Purpose:
Bureau of the Comptroller and Global Financial Services (CGFS), Department of State (DoS), Charleston, SC requires the contractor to provide Administrative and Secretarial support services in the Office of Administrative Operations. The Office of Administrative Operations is responsible for administrative, personnel and management services for CGFS operations including preparation and execution of the Budgets and Vouchering; Human Resources management for civil service, foreign service and locally engaged staff; Processing procurement actions and passport and visa applications; Maintaining the equipment inventory; Making travel arrangements; Processing security badge applications; Office space requests and reconfigurations; Information Systems Security (ISSO); and Emergency planning.

Providing principal secretarial support in an office, usually to one individual, and, in some cases, also to the subordinate staff of that individual, the Secretary V, will maintain a close and highly responsive relationship to the office’s day-to-day activities. While working independently and receiving a minimum of detailed guidance, the incumbent will perform carried clerical and secretarial duties requiring knowledge of office routine and an understanding of the organization, programs, and procedures related to the work of the office.

Minimum/General Requirements:

• The contractor must have prior Secretarial or Administrative experience providing support to a mid-large team of staff members.
• The contractor must have experience to handle a wide variety of situations and conflicts involving payroll, assignment mechanisms, clerical and/or administrative functions.
• Personnel shall possess superior organizational, oral, and written communication skills. The contractor must be organized, detail orientated, a multi-tasker, team-player, have a positive attitude and possess superb customer service skills.
• Position requires analytical skills and extensive experience with computer-based applications including word-processing, spreadsheets and database management systems and time and attendance reporting applications.

Functional Responsibility:

• Assists the Deputy EX Director, Management Staff and 30 staff of employees (contractor and civil service) with day-to-day administrative matters.
• Acts as the division timekeeper using Tatel, for all assigned direct hire personnel. Serves as the contact person to record leave requests and late arrival notifications.
• Maintains the master sign-in/sign-out log for time and attendance for both government and contract employees.
• Schedules and tracks the availability of the Admin conference rooms, Video Teleconference Room and Auditorium. Ensures remotes and any other equipment are properly check in/out, signed and accounted for. Also responsible for training individuals to use VTC equipment.
• Maintains the Deputy EX Directors’ calendar, planning schedules and leave schedules. Includes providing printed copy of Director’s calendar daily and including updates/changes during the day.
• Prepares travel orders for division personnel, arranging transportation and travel documents; 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.
• Daily delivery, retrieval, opening and routing of all mail to include, UPS and FED Ex packages.
• Assists all division personnel with faxing, copying, scanning, requisitioning office supplies, placing service calls (back-up), etc.
• Ensures office supply room is stocked with consumable supplies for use by all division personnel.
• Preparation and maintenance of Government Task Manager (GTM) COTR Training designation letters, renewals, and all required training.
• Manages CGFS Admin Services group email box and generates quantitative reports on service requests.
• Schedule new hire monthly training for Security, COOP and ISO 9001.
• Manages CGFS Charleston Emergency Contact List and ensures accuracy of data though monthly updates.
• Coordinates all FLETC Visitor requests and ensures timely processing of badging requests.
• Process Passport/Visa applications for CGFS employees.
• Prepares monthly QMS reports Executive Office (CHS) and monitors open CAR/CAP items.
• 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 management team 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.
• Prepares special or on-time reports, summaries, or replies to inquiries, selecting relevant information from a variety of sources such as reports, documents, correspondence, other offices, etc.
• Screens department’s telephone calls, visitors, or incoming correspondence and provides “solution based” customer service.
• Maintains and updates Weekly Activity Report (WAR), organizational graphs/charts, the Who’s Who in Charleston, Emergency Contact List, Visitor List, etc.
• Working knowledge/use of: Copier, including adding toner, Fax Machine, Color printer, including adding toner, B&W printer, includes adding toner, Digital sender, Shredder for all staff.
• Maintains files and records as policy requires.
• Monitor/respond to inquiries/replies sent to the CGFSAdminservices box, route if necessary.
• Reviews Knowledge Base articles prior to submittal for final approval.
• Review and update Administrative Notices, ensure approval is received.
• Other projects as assigned by Management.

Software Systems Utilized:
E2/Global e-Travel, Tatel T&A Software, Microsoft Office 2007 (Outlook, Word, Power Point and Publisher), IDP Database & SMART

Period of Performance:
The contractor employee will work an 8-hour shift with a non-compensated 45-minute lunch (See your Project Manager for work schedule). Additional hours may be required and must be authorized by your Project Manager and DoS Management.

Security Requirements:
All personnel provided under this task order must be able to either possess or obtain a security clearance of “SECRET”.

Haynes Inc. is an Equal Opportunity Employer.  We do not discriminate against any employee or applicant because of race, color, religion, gender, national origin, age, marital status, disability, veteran status, sexual orientation or other protected status in any of the terms or conditions of employment.

This position is for support of a government contract, which requires that all employees are fully vaccinated for COVID before beginning work.