Office Administrator

Totally Joined For Achieving Collaborative Techniques (TJFACT) is a minority-owned, CVE-verified Service Disabled Veteran Owned Small Business (SDVOSB) performance driven professional services government contracting company that provides a broad spectrum of services and solutions to the U.S. government agencies and organizations.

About this Position:

TJFACT is seeking a well-versed Office Administrator to support the Department of State – INL/ACB/CCM , in Washington, D.C.! This position is equivalent to an Administrative Assistant LVL 2.

Please note this role a TPC and is contingent upon a contract award.

• Based on a thorough knowledge of the responsibilities of the Director and Division Chiefs, and the Office, the Administrator performs a variety of responsible duties, which relieve these managers of administrative details and facilitate obtaining requested data in the performance of these responsibilities.
• Prepares correspondence, reports, and other documents. Accurately prepares correspondence, reports, or similar materials from handwritten or electronic drafts, assuring correct grammar and formatting. Initiates request for required changes to originator and reference as per correspondence manual. Ensures that requirements for classified material are accurately followed, where applicable. Responsible for the format, procedural and grammatical accuracy, typographical accuracy, and any necessary attachments.
  
  Responsible for ensuring documents have been cleared by all appropriate staff and are procedurally correct. Maintain current knowledge of established procedures for the preparation and clearance of correspondence, action documents, etc., and keep staff members informed.
• Maintains, updates, and upon request, leads comprehensive reformation of office SharePoint. Reviews SharePoint of other offices to identify best practices. Keeps roster and key documents sections updated.
• Establishes and maintains an accurate Employee Master Time and Attendance Record for each assigned employee on a bi-weekly basis. Ensures that each pay record is supported by appropriate documentation. Advises staff members on time and attendance policies and procedures. Ensures that data is timely and accurately submitted to the National Finance Center. Serves as liaison with the Human Resources Branch staff in resolving time and attendance discrepancies.
  
  Locks all Time and Attendance material in an area away from general contact with other employees. Ensures that the COR or Direct Hire has reviewed all timesheets.
• Tracks requests for review and clearance addressed to the office director, and flags action needed to ensure office director can prioritize and complete requests in a timely manner. Prepares forms, which need not be composed by other employees in the office.
• Schedules meetings, appointments, and conferences in accordance with supervisor's instructions. Reminds supervisor and others of scheduled events to ensure prompt and timely attendance. Reschedules appointments when it is clear that the supervisor will not be able to make all commitments. Contacts other personnel to attend meetings in lieu of the supervisor, when necessary. Assembles indicated background material for staff members’ use and, as required, attends to take notes and prepare detailed or summary reports of proceedings.
• Identifies interlocutors in other parts of the bureau and department, particular INL/SAO and establishes relationships with them, corresponding to the main functions with which the incumbent works, such as space, travel, supplies, SharePoint, etc. Establishes an understanding of the nature of the office’s main interlocutors in the inter-agency community and White House. Creates and maintains an office key contacts lists.
• Receives visitors and phone calls. Accurately determines the nature of the request and refers callers to appropriate staff. Personally answers routine and non-technical request for information and provides correct information when routine procedural matters are involved.
• Takes notes from telephone conversations and follows up accordingly with minimal direction. Prepares memos or production…