Administrative Assistant 4

Job Description

Job Description

The Administrative Assistant 4 reports to the Division Chief and provides diverse and complex duties in support of the Division. S / he provides professional administrative support in the day-to- day operations of the division.

Major Duties :

• Prepare and / or edit organizational charts, memos and other general office documents and material as required;
• Must have strong MS Excel skills to produce monthly financial reconciliation reports depicting all obligations and expenditures of financial resources;
• Assist with financial analyses to identify and resolve issues that impact the validity of data contained in the federal government’s financial system.
• Utilize MS Excel spreadsheets to input d and generate performance measurement reports.
• Attend meetings and capture and distribute minutes derived from the meeting;
• Prepare and / or edit divisional standard operating procedures;
• Oversee all aspects of travel to support the Division Chief to include coordinating all logistics and transportation needs and generation of government travel orders;
• Incumbent may draft course related cables, including course offer cables, fiscal cables, clearance cables, etc. utilizing the Government's cabling system;
• Generate reports depicting outcome and effectiveness following completion of task / meetings / etc;
• Compile weekly activities reports obtained from divisional personnel to develop the final Division report for review and approval by the Chief;
• Create and maintain electronic and hard copy centralized division files in areas such as the budget, equipment purchase requisitions, travel, and general correspondence;
• Provide project support and other administrative support as required;
• Perform special assignments on request, providing substantive support and assistance to the Management team.

Professional Qualifications / Skills :