Administrative Assistant-Rover

Administrative Assistant-Rover

Perform professional administrative duties in support of the Office of the Executive Director and other senior WHA bureau officials by performing senior level administrative/staff support duties.

• Receive incoming telephone calls and direct them to the appropriate staff members. Provides the necessary background or informational material that the principal may wish to refer to. Arrange for coverage to receive calls in his/her absence.
• Maintains the schedule for Principals by arranging appointments, referring to other officials, or rescheduling as necessary. The incumbent handles all requests for meetings and appointments and outlines background data. Arrange oral briefings by appropriate officers and discuss the meeting subjects with officials invited to meetings, so both parties are properly informed and provided with the necessary information. Arrange meetings and manage calendars for Principals and employees within the offices to include desk officers and interns, through Microsoft Outlook calendaring or Microsoft Teams.
  
  Tracks and makes various social arrangements and obligations for the office.
• Monitor uncleared staff in the suite within sight, in compliance with Department policy and Diplomatic Security requirements.
• Facilitate pre-clearance for outside visitors and escorts through Diplomatic Security’s Visit Access Control System.
• Domestic (VACS-D). Assist with escorting visitors from the Department’s visitor center or annexes to respective offices.
• Request employee access to the designated space and remove it when it is no longer needed.
• Update program office SharePoint Bureau page, office directory’s, organizational directories, and internal staffing patterns as needed
• Coordinates with the Domestic Management Services Office within WHA to prepare work orders for services/office supplies as needed through the Bureau's internal work order system
• Travel to local embassies and consulates when needed to pick up Visas.
• Manage travel arrangements for office employees, including domestic and overseas trips, through the Department's E2 Solutions. Arrangements include the scheduling of appointments, security travel and hotel reservations, passports, visas as necessary. Upon return, prepare vouchers. Drafts/prepares travel authorizations on behalf of the government supervisor or staff member who is traveling. Prepares travel authorizations for staff members as requested based on information provided by the traveler.
  
  Prepares trip itinerary, obtains travel expense estimates (MI & E costs, taxi, hotel costs, etc.), and prepares travel authorization requests. Upon completion of the trip, assist the traveler in preparing an electronic travel voucher. Follows up with the traveler to ensure all expense documents have been submitted and are on time (i.e., within 7-14 days)
• Manage time and attendance for respective offices in the Department's electronic filing system (WEB TATEL). Provide certification reports to the Director and/or responsible officer. Will be required to cover for other offices as needed.
• Provide logistical support, as needed, for conferences, meetings, and for office members transferring in and out of the bureau.
• Reserve meeting rooms through the Departments Reserve! T, Arichbus, and other platforms established in the Department.
• Retrieve respective offices' mail from the Executive Office or the mailroom in HST on a weekly basis.
• Coordinate and prepare briefing materials and issue papers for offices. Reviews all incoming correspondence and forwards it, along with necessary information or instructions, to the appropriate offices for action. Composes replies for his/her own signature when appropriate. Exercises judgment in presenting material to the Principal that he/she has special interest in or which, for reasons of special confidential consideration, is not reviewed by any member of the immediate staff.
• Processes/reviews all incoming and outgoing letters, memoranda, and related correspondence. Prepares reports, memos, and other written communications. Composes and edits letters, reports, and general office memos for publication/distribution on behalf of the Principal, ensuring that all conform to style and format guidelines established by the Department through One Paper/Drafters Corner.
• As requested, or on his/her own initiative, makes careful and exhaustive searches for information difficult to obtain, such as utilizing the Department’s intranet, Diplopedia and…