The Contractor employee shall provide comprehensive administrative support to Executive level staff (i.e., Chairman, Commissioner or Division/Office Director)
Major Duties and Responsibilities
Specific duties include, but are not limited to, the following:
- Receive, screen and prioritize incoming telephone calls and appropriately delegate or take accurate messages.
- Answer questions regarding administrative and non-technical matters, take notes and prepare memorandum, production requests, etc.
- Coordinate and assist in gathering resource information for meetings and presentations and prepare reports and presentation materials.
- Manage the Executive’s calendar, using sound judgment in determining priorities and overseeing all engagements and their extensive travel schedule.
- Create, type or finalize correspondence and produce presentations, charts, graphs and other reports.
- Gather and summarize data, facts, figures and organize and expedite the flow of work through the office and initiate required follow-up action.
- Establish and maintain an accurate Employee Master Time and Attendance Record for each assigned employee on a bi-weekly basis. Ensure that each pay record is supported by appropriate documentation. Advise staff members on time and attendance policies and procedures. Ensure that data is timely and accurately submitted to the National Finance Center. Serve as liaison with the Human Resources Branch staff in resolving time and attendance discrepancies. Lock all Time and Attendance material in an area away from general contact with other employees.
- Organize and maintain files of correspondence, records and database, and other related matters.
- Enter data into automated information systems or spreadsheets, such as Excel or Access; may require the ability to learn new systems and applications, for example Delphi or Discoverer.
- Develop and proof materials and correspondence using Word, PowerPoint, Project or Outlook; review outgoing documents for accuracy, formatting, grammar and punctuation.
- Arrange meetings, appointments, calendars and conferences, which may include the ability to use Resource Scheduler in Outlook.
- Make travel arrangements, which may include the ability to use systems such as GovTrip.
- Manage time and attendance, which may include the ability to use systems such as STAR/webTA.
- Perform advanced mail functions using Access, Word mail merge wizard, or a similar application in use at the office assigned.
- Independent or Analytical Tasks
- Identify proper reports to compile, which may be financial in nature, and process the reports.
- Be self-directed and able to manage multiple priorities under tight deadlines.
- Develop weekly meeting agendas and take meeting minutes.
- Use independent judgment while preparing correspondence or word processing.
- Assist management with tasks assigned concerning the budget, personnel records and payroll, and research and prepare briefing charts and other presentation materials.
- Dress and appearance shall be professional.
- Attitude shall be courteous, alert and friendly.
- Maintain confidentiality of information.
- Contract employees shall work eight (8) hours per day excluding thirty (30) minutes for lunch, beginning at 8:00 am or as assigned by the COR, Monday through Friday, except on Federal holidays.
- Contract employees are strictly prohibited from acquiring goods and services on behalf of the Government.