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Administrative II

Job in Montgomery - Montgomery County - AL Alabama - USA
Full Time, Contract position
Listed on 2019-10-30
Job specializations:
  • Administrative
    Admin Assistant, Executive Assistant, Office Administration, Office Coordinator
  • Secretary
Job Description & How to Apply Below
General Description:
The Administrative Support II shall have knowledge and demonstrated experience in the administrative area. Additionally, you shall have demonstrated knowledge of Federal Government office policies, processes and procedures, and the ability to quickly grasp newly assigned processes and procedures, to include performing complex administrative, clerical and related duties in support of a specific Government team, event, or individual.

Specific Tasks:
• Type correspondence, reports, records and technical papers. This may include tables, charts, graphs, and presentations as well as various government forms such as requisition forms.
• Proofread outgoing correspondence to ensure proper format and conformance with procedural instructions, screen for grammar, spelling errors, punctuation and content.  Determine that all necessary incoming and background material is attached to the file.
• Reply to general inquiries that do not require technical knowledge of programs under the control of the requesting office. These replies may consist of letters of acknowledgement, acceptance of invitations and cancellations. Follow up on routine correspondence of a non-technical nature in the executive’s name or in his or her own name as secretary to the executive.
• Search for, assemble, and summarize information from management systems, files and other documents as requested by the executive or office staff in order to reply to correspondence, prepare reports, briefing papers.
• Arrange meetings and conferences to include the following: locating facilities, room reservations, scheduling, arranging call-in numbers and/or webinar registration details, notifying all participants, and assembling materials to be handed out at meetings and conferences, and/or distributing electronically for conference calls and webinars.
• Assist in the preparation of agendas for meetings, contact attendees of meetings, prepare correspondence and minutes of meetings, and distribute these materials.
• Make travel arrangements for personnel as requested. This may include hotel and rental car reservations, plane and train tickets, travel advances, travel authorization requests, travel vouchers, and itineraries.
• Fleet Management - Performs, various responsibilities driving Government owned vehicle, submit periodic reports to GSA, coordination of services and purchases with GSA (GOVs Maintenance, licensing/registration, mileage reporting, fuel reports, E85 special reporting).
• Maintain assigned office calendars and schedules, appointments, and meetings based upon own initiative through personal knowledge of workload and current issues of importance. Remind assigned Government staff of appointments and brief them on matters to be considered before the scheduled meeting. On own initiative, reschedule staff appointments when their schedules change.
• Manage designated executive’s office files, which may involve establishing new files and disposing of outdated or otherwise unneeded records.
Position Requirements
High School,   3 to 4 Years work experience
Minimum/General Experience:
• Four years of experience performing office administration duties without day-to-day direction.
• Accurate typing of at least 35 wpm.
• Proficient in the use of current Microsoft products such as PowerPoint, Word, Excel, Outlook, Skype, Access, SQL, SharePoint, current web browsers (i.e. Internet Explorer, Edge, Google Chrome, etc.), Adobe Acrobat, and scheduling/navigating conference applications (i.e. Adobe Connect, PolyCom VTC), automated administrative tracking management systems (i.e. travel management, time and  attendance), and other work-related data entry systems.
• Highly proficient in grammar, spelling punctuation, and preparation of standard/ executive level office documents.
• Familiarity with the Government Style Manual.
• Demonstrated experience communicating with individuals at all levels, both orally and in writing.

Education:
• High School Graduate or GED.
Required Language Skills:
  • English - Very good
Contact Information
Contact Name: Entourage Consulting K.k.
Contact Phone: 2108804802
Preferred method of contact: Email with CV via Application Box below.
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