Administrative Support IV

Category Office & Administrative Support Services

Full-Time/Part-Time Full-Time

Posted

Clearance Not Required

The Administrative Support IV
supports the division manager and/or executive at the Federal Aviation Administration. The incumbent helpsto improve office management efficiencies by performing a variety of administrative and clerical tasks that support management and functional processes.

Chickasaw Nation Industries, Inc.serves as a holding company with multiple subsidiaries engaged in several lines of business (Business Services, Health, Infrastructure and Engineering, Mission Optimization, Technology and Transportation) for the federal government and commercial enterprises. A portion of our profits is used to support Chickasaw citizens. We are proud to support the economic development and long-term viability of the Chickasaw Nation and its people.

CNI offers premium benefits eligible on the first day of hire to full time employees; (Medical - Dental – Vision), Company Life Insurance, Short-Term and Long-Term Disability Insurance, 401(K) Immediate Vesting, Professional Development Assistance, Legal Aid Assistance Program, Family Planning / Fertility Assistance, Personal Time Off, and Observance of Federal Holidays.

As a federal contractor, CNI is a drug-free workplace and adheres to the Federal Controlled Substance Act.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Must be able to obtain a moderate-level Public Trust clearance by successfully passing a background check consisting of a criminal and credit security investigation. This security investigation requires U.S. Citizenship.
• Excellent knowledge of standard office practices and procedures.
• Excellent interpersonal, written, and verbal communication skills with the ability to effectively communicate complex information clearly and concisely, and work with staff at various levels.
• Superior organizational and analytical skills with keen attention to detail.
• Superior time management and follow-up skills.
• Must be able to exercise sound judgment while working proactively and effectively with minimal supervision.
• Skilled proficiency in the use of standard office equipment such as computers, typewriters, copiers, fax machines, telephone systems, and office automation systems.
• Skilled proficiency in the use of Microsoft Windows and Office programs (i.e. Word, Excel, Outlook, PowerPoint, SharePoint, One Note, Teams, etc.)
• Experience coordinating travel with a working knowledge of applicable federal travel regulations, GSA, lodging, and per-diem rates, etc.
• Excellent proficiency in the English language. Professional-level grammar, spelling, and punctuation.
• Ability to work effectively both individually and in a team environment.

ESSENTIAL REQUIREMENTS

Essential duties and responsibilities include the following. Other duties may be assigned.

• Acts as a liaison maintaining good working relationships with executives and other organization staff, exercising discretion and good judgment.
• Polished and professionally answers phones using soft phone or desk phone, coordinates, answers and directs internal, external, and calls from the public; takes and delivers messages as required.
• Supports the division manager and/or executive with calendar management and appointment scheduling.
• Provides collaboration support by scheduling and facilitating video/teleconference (VTC) meetings and briefings. Tracks meeting invite responses and meeting attendance. Using VTC software, presents collaboration documents. Records meeting minutes and action items, and distributes to meeting attendees.
• Works closely with leadership to keep them abreast of current and upcoming commitments and responsibilities, following up appropriately.
• Analyzes multiple data sources to effectively identify, analyze, and communicate, problems and solutions.
• Assists with interoffice correspondence review and coordination, updates branch SharePoint sites with news, documents, data etc. Initiates and tracks requests utilizing forms and software used in workflow processes.
• Assists with timesheet coordination for client review/approval using CASTLE time keeping software.
• Utilizes federal approved travel systems to process travel requests, vouchers and expense reports efficiently and accurately.
  
  E2 Travel System experience preferred.
• Provides backup support for other admins as needed.

EDUCATION/EXPERIENCE

High School Diploma or General Education Degree (GED) and ten (10) years relevant experience or equivalent combination of education/experience.

PHYSICAL…