Administrative Assistant I (Contract Contingent)

Administrative Assistant I (Contract Contingent)

ProSidian is a Management and Operations Consulting Services Firm focusing on providing value to clients through tailored solutions based on industry leading practices. ProSidian services focus on the broad spectrum of Risk Management, Compliance, Business Process, IT Effectiveness, Energy & Sustainability, and Talent Management. We help forward thinking clients solve problems and improve operations.

Launched by former Big 4 Management Consultants; our multidisciplinary teams bring together the talents of nearly 190 professionals nationally to complete a wide variety of engagements for Private Companies, Fortune 1,000 Enterprises, and Government Agencies of all sizes. Our Services are deployed across the enterprise, target drivers of economic profit (growth, margin and efficiency), and are aligned at the intersections of assets, processes, policies and people delivering value.

ProSidian clients represent a broad spectrum of industries to include but are not limited to Energy, Manufacturing, Chemical, Retail, Healthcare, Telecommunications, Hospitality, Pharmaceuticals, Banking & Financial Services, Transportation, Federal and State Government Agencies.

Job Description

The contractor for this project will be working for a government agency which is one of three central management agencies of the Federal Government. This agency provides work space, products and services, technology, telecommunications, and management policy for the Federal Government. The administrative services under this agency's regulatory purview include the management of real and personal property, travel and transportation, motor vehicles, and mail. Their organization serves a population of over 11,000 employees, which includes two major services, along with several staff organizations that are focused on achieving a vision of "excellence in the business of government." The agency provides these services through the coordinated efforts of multiple regional offices throughout the United States and the headquarter office located in Washington, DC.

• Handles a wide variety of situations and conflicts involving the clerical or administrative functions of the office and may participate in developing the work deadlines
• Composes correspondence requiring some understanding of technical matters
• May sign for executive when technical or policy content has been authorized
• Notes commitments made by executive during meetings and arranges for staff implementation
• Arranges for staff member to represent organization at conferences and meetings
• Establishes appointment priorities, or reschedules or refuses appointments or invitations
• Reads outgoing correspondence for executive's approval and alerts writers to any conflict with the file or departure from policies or executive's viewpoints
• Gives advice to resolve the problems
• Summarizes the content of incoming materials, specially gathered information, or meetings to assist executive
• Coordinates the new information with background office sources; draws attention to important parts or conflicts
• Ensures that requests for action or information are relayed to the appropriate staff member; as needed, interprets request and helps implement action
• Makes sure that information is furnished in timely manner; decides whether executive should be notified of important or emergency matters
• Provides backup support for other administrative support staff, both contractor and Federal employees
• Takes detailed messages
• Based on a knowledge of the supervisor's views, composes correspondence on own initiative about administrative matters and general office policies for supervisor's approval
• Anticipates and prepares materials needed by the supervisor for conferences, correspondence, appointments, meetings, telephone calls, etc., and informs supervisor on matters to be considered
• Reads publications, regulations, and directives and takes action or refers those that are important to the supervisor and staff
• Prepares special or one-time reports, summaries, or replies to inquiries, selecting relevant information from a variety of sources such as reports, documents, correspondence, other offices, etc., under general directions
• Advises secretaries in subordinate offices on new procedures; requests information needed from the subordinate office(s) for periodic or special conferences, reports, inquiries etc.
• Shifts clerical staff to accommodate workload needs. Prepares correspondence in final form from draft or handwritten material, letters, memorandums, forms, reports, studies, vacancy announcements, position descriptions, specifications, legal documents, and other types of documents
• Reviews documents to ensure compliance with agency guidelines and procedures, and standards for spelling, grammar, punctuation, and format prior to finalizing
• Ensures that all enclosures, attachments, courtesy copies, and blind copies are included with outgoing correspondence and make copies as necessary
• Maintains suspense records on action items and follow up to ensure timely reply and / or action
• Makes travel arrangements considering regulations, routes, cost containment, availability and conveyance. Completes travel forms and / or enters in electronic travel system. Notifies personnel of travel arrangements and prepares written itineraries; Makes arrangements for training and complete training forms; Makes arrangements for conferences and meetings, including scheduling appointments and assembling background materials; maintains conference room calendar of scheduled meetings; and ensures conference rooms and lobby areas are properly arranged. Inputs electronic time and attendance reports
• Files documents, correspondence, forms, etc. Updates and organizes existing files; closes out files and prepares to move to records center or other storage
• Schedules vehicles which are available from the motor pool; receives and distributes faxes to employees
• Processes overnight mail; maintains current telephone listings and employee distribution lists; reviews all incoming correspondence to determine proper routing; establishes and maintains working files; drafts a variety of correspondence or documentation from oral instruction or rough draft; and other administrative support functions as required by agency organizations

Qualifications

Additional Information

At ProSidian, we invest in our employees to help them stay healthy and achieve work-life balance. Our growing list of benefits currently include the following for Full Time Employees :