Administrative Assistant

Description

Administrative Assistant

Kansas City, MO

Pay: $30.52 + $4.15 (H+W)

Full-Time, Contract

Candidates must meet the following minimum requirements: At least a high school diploma and 10+ years of administrative assistant experience in an office environment. They must be American citizens, speak fluent English, and have demonstrated competence in understanding the structure and content of the language, including the meaning and spelling of words, rules of composition, and grammar (familiarity with MS Copilot and/or Grammarly-AI). They should be able to communicate effectively both orally and in writing, demonstrate resourcefulness and the ability to operate in challenging environments, and display professionalism while interacting effectively with others. Additionally, they must meet deadlines promptly, be well-groomed at all times, and know how to dress appropriately for a professional office environment, such as business casual in accordance with Federal Government/DHS dress standards.

Physical requirements: The position is primarily sedentary, involving working while seated. However, individuals may periodically need to bend, lift, and deposit documents, files, and small office supplies like paper during routine duties.es

Administrative Assistant Responsibilities

• The Administrative Assistant will be responsible for performing any combination of various clerical and administrative duties requiring overall knowledge of FPS systems and procedures. Duties and responsibilities will include, but are not limited to, the following tasks:
• Composing, typing, and entering information into the computer. Enter data from paper or electronic form into computer database and/or electronic spreadsheets.
• Prepares correspondence, documentation or mailing labels, copying data from one record to another and files records accordingly.
• Receives sorts, distributes mail, separates documents, numbers of forms, and photocopies documents using a photocopier. Prepares outgoing mail for delivery, including overnight express services and the use of online express mail services.
• Perform general clerical duties in setting up meetings and teleconferences. This will require the scheduling and setting up of conference rooms and arranging and disseminating information regarding teleconferences. Attend meetings as requested. Prepares and distributes agenda, as needed, takes minutes/notes on meetings’ activities, and distributes minutes to appropriate personnel. Coordinates and distributes interoffice communications.
• Assist in the inventory, maintenance, purchase, and dissemination of routine supplies.
• Collects and disseminates Government Owned Vehicle mileage and maintenance information every month or as required.
• Maintain shared computer drive file folders for completed Facility Security Assessments, completed Facility Security Assessment databases, and Facility Security Committee memorandums. Hard copy and electronic files will be maintained as directed.
• Assemble and disseminate routine reporting requirements. These reports will be updated and submitted at a frequency determined by the on-site FPS personnel.
• Function as liaison between FPS field personnel and DHS help desk services in support of IT, telephone, and other services. This will include the initiation, follow-up, resolution and close-out of trouble tickets or helpdesk requests.
• Track assigned 3155 case control numbers issued from the FPS Mega Center ensuring all reports have been completed and submitted. All reports are to be directed to the FPS field personnel for appropriate review and approval.
• As required, assist in support of the FPS Security Management Branch, Law Enforcement Security, Countermeasures, and Protective Security Officer program in areas such as the organization's facility portfolio, spreadsheets, protective security officer inspection reports, and spreadsheet/database maintenance.
• Monitor HQ assigned tasking suspense items. Receives and collates suspense responses from District Commanders and Branch Chiefs. Prepare suspense correspondence, reports, graphs, and charts. Performs research.
• Assist the Regional Federal Freedom of Information Act representative in receiving, tracking, and properly distributing FOIA requests.
• Maintain training calendar and conference room events.
• Maintain, issue, and control facility keys through issuance, hand receipt, and inventory.
• Timekeeping duties for their areas pertain to assisting, inputting, reviewing, and maintaining all areas in payroll.
• Make travel arrangements or work with travel agencies to coordinate transportation and accommodation and/or off-site meeting facilities. Responsible for completing critical incident travel arrangements for personnel. Supports regional emergencies, taskings or projects as directed.
• Perform Human Resources administrative functions and tasks, as directed.
• Demonstrate proficiency in Microsoft 365 Windows-based computer software (MS Word & MS Copilot, Excel, Outlook, PowerPoint, Access, Edge, MS Teams), Google Chrome, and Zoom Meeting. Must have the ability to compile and organize reports. Contractors shall use conventional office equipment and associated supplies provided by the Government (desk, filing cabinets, telephone, facsimile, PC system, intercom system, photocopier, paper, pens, pencils, staples, etc.).