The AM Agency
Administrative Assistant II

Administrative Assistant II

Description:

Must be a US Citizen and be able to pass a Federal Background Investigation and Drug Screen

  • Have a minimum have at least 3 years work experience related to the Secretary II work activities
  • Have an associate degree in any field.
  • Have experience with applications using a personal computer (PC). PC applications include Microsoft Office Suite (Word, Excel, and PowerPoint). Experience with SharePoint is a plus,
  • Have at least 2 years of experience using Microsoft Outlook.
  • Have good oral and written skills, and be able to discuss and assist with prioritization of work related tasks.
  • Have experience performing a variety of administrative support functions.
  • Have experience interacting with the public via phone, in-person and email. Excellent customer service skills.

Tasks:

  • Answer incoming calls to the Southwest Regional Office (SWRO) and refer calls to appropriate employee or program office as needed;
  • Maintain the UPS shipping arrangements and mail distribution;
  • Prepare travel authorizations and vouchers for Regional Administrator (RA), Deputy Regional Administrator (DRA) and directors/branch chiefs as needed;•File original and electronic documents;
  • Update and post SWRO contact lists, organization charts, and ORA standard operating procedures – hard copy or on agency intranet;
  • Prepare visitor badges and document visitors on visitor log, communicate the names and points of contact for visitors via email to the SWRO in advance of visit, or as soon thereafter as possible;
  • Receive visitors for the SWRO;
  • Prepare items for discussions and tracking;
  • Relay messages and instructions from RA and DRA to subordinates;
  • Review data tracking of correspondence for conformance with appropriate rules grammar, format, assembly, and special policies for the ORA;
  • Tactfully ascertain the nature of the inquiries, and when possible, furnish the requested information and/or refer to the appropriate program area;
  • Notify the RA, and DRA on timeliness issues for pending assignments;
  • Compose and distribute memos and email under own or RA or DRA signature to Directors, giving instructions and information;
  • Maintain the ORA Staff Meeting documents;
  • Request agenda items, and prepare and distribute necessary materials (agendas, handouts etc.) for meetings/trips/briefings;
  • Prepare meeting minutes when attending meetings with the RA and DRA;
  • Prepare correspondence in conformance with appropriate rules, grammar, format, and assembly;
  • Create and manage Microsoft Excel spread sheets as needed;
  • Maintain Microsoft Outlook calendars, establishes priorities for RA and DRA appointments, accepts or declines invitation to meetings based on availability and relative importance of meetings, and arranges for representation by subordinates when the RA or DRA has prior or higher priority appointments;
  • Input information into the Correspondence Tracking System;
  • Notify Management Services and Data Analytics Branch of necessary requisitions for office supplies, furniture, equipment repairs, and developing justifications for such requisitions; and
  • Notify the General Services Administration staff to report and ensure resolution of office maintenance, heating and cooling, and security issues.
Job Category: Professional
Job Type: Full Time
Job Location: Dallas TX

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