Admin Assistant/ Secretary (Executive Level) Va Central Office (Vaco)

Job: Administrative Assistant/ Secretary (Executive Level) VA Central Office (VACO)

Location: VA Central Office (VACO)

Contract:TBD if the contract will be Hybrid or remote currently the position will be held at: the VA Central Office (VACO), located at 810 Vermont Avenue, NW, Washington, DC 20420.

Period of Performance:

This position is a six-month base year with a 3-year six-month base option = 24-month contract

Start Date: TBD 2023

Salary: Between $22.00 to $36.00 per hour (depending on experience)

Additional: BA degree required, plus 5 years of work experience.

Note: The Ravens Group, Inc. requests that all interested parties complete the attached questionnaire in order to be considered for the position.

The Ravens Group, Inc. is in an active bidding process for this position, which is contingent upon The Ravens Group, Inc. being awarded the contract.

Must have experience in the following:

Must have executive-level experience with a general knowledge of computer use and applications such as Microsoft applications: MS Word, MS Excel, MS PowerPoint, and SharePoint. 

Also, able to move and lift boxes, and office equipment with a weight of approximately 30 lbs., as well as the ability to sit, speak clearly, stand, and bend. 

Clearance Requirement:Must be able to pass an NACI background check.

*****Veteran Friendly*****

Duties and Responsibilities:

Administrative Assistant/ Secretary (Executive Level)

Scope of Work:

• This position performs high-level administrative and clerical duties as described in the tasks

and deliverables.

• The Contractor shall manage and provide the necessary labor resources to perform high-level

administrative support services consisting of routine and non-repetitive administrative, secretarial, and

general clerical functions for HR&A/OSP senior leadership staff.

• The Contractor shall exercise initiative and rely on experience and judgment to plan and perform a variety of tasks described herein.

The specific tasks to be performed are detailed below.

• The Contractor is expected to perform duties for office management support activities and demonstrate

the ability to multi-task while composing and editing executive correspondence, processing mail,

handling calls checking in visitors, assisting in drafting meeting notes, personnel records, and travel.

• The contractor shall be capable of working independently on projects requiring research and preparation of

briefing charts and other presentation materials, and on key taskers and activities, to include, efficiently

handling an array of situations, conflicts, and problems involving administrative office functions, to

include deviations from general guidance, priorities, policies, and program goals.

Duties include or are comparable to the following:

• Word processing, email management, spreadsheet management, preparation of briefing charts, and other

presentation materials, prepare and edit critical documents, prepare routine HR data reports and

Executive Level correspondence as needed.

• Operate office equipment such as facsimile machines, photocopiers, multi-line phone/voicemail

systems, and Microsoft Office suite computer programs.

• Maintain a wide variety of records (stored manually and/or electronically) using computer software

applications, such as Microsoft Word, PowerPoint, or Excel to create and update spreadsheets, word

processing, database management, SharePoint management, and other applications to track and/or

maintain lists, data, and information.

• Answer/Screen telephone calls in a polite and professional manner, communicate information to callers,

take messages, or transfer calls to appropriate individuals.

• Greet visitors in a polite and professional manner handle inquiries and identify the purpose of their visit

before directing them to the appropriate person(s) according to their needs.

• Set up and maintain paper and electronic filing systems for records, correspondence, and other materials Locate, and attach, appropriate files to include correspondence requiring replies.
• Collect, open, read, review content, sort, route, and distribute incoming mail and other materials, and/or prepare mail/mailing labels, messages, or courier deliveries.
• Complete forms in accordance with established procedures.
• Make copies of correspondence or other printed material, scan and digitize files as instructed.
• Accomplish data entry utilizing MS Office Suite applications, Microsoft Outlook, shared drives, SharePoint, and other software applications as requested.
• Handle incoming and outgoing executive correspondence mail duties that involve tracking documents, prioritizing the most sensitive matters, and composing routine letters requiring some understanding of technical matters.
• Assist with drafting/writing, reviewing/editing, and sending email communications on behalf of leadership.
• Draft documentation to proper final format, i.e., memorandums, letters, reports, presentations, and various human resources documents and prepare communications for the leadership staff.
• Review and proofread outgoing correspondence for internal guidance and leadership approval and notify writers of any conflict with the file or alternative methods from policies or leadership changes and provide recommendations to resolve discrepancies.
• Verify all documents for accuracy and completeness; Receive incoming communication, memos, or executive correspondence on behalf of the senior staff, review contents, determine importance, and summarize and/or distribute contents to appropriate staff.
• Summarize the content of incoming correspondence and other documents/materials for the executive viewpoints; draw attention to important matters and offer subject matter expertise related to administrative/clerical matters to resolve discrepancies; and coordinate the new information with background office sources.
• Maintain office calendar, schedule meetings/appointments and reminders, assist with travel arrangements, attend to logistics for arranging meeting rooms and coordinate read-ahead materials, i.e., draft/prepare meeting agenda, assist in taking meeting notes, print documents/presentations, create binders, and other materials.
• Manage and attend meetings, take notes, record minutes, annotate commitments made by the executive during meetings, assist with coordinating staff implementation, and be capable of taking and transcribing dictation Files, organize, shred, maintain records, maintain supply inventory, and prepare supply orders.
• Coordinate with Government point of contact for maintenance of office equipment.
• Capable of assisting human resources in coordinating new employee orientation efforts with local VA facilities throughout the US and processing personnel records to ensure a seamless onboarding process and facilitate communication to all stakeholders.
• Ability to function well in a high-paced and at times stressful environment.
• Performs other administrative-related tasks as assigned.
• Maintain confidential information and use discretion in dealing with sensitive information in accordance with the Non-Disclosure Agreement (NDA).

Qualifications:

• Excellent written, verbal communication, and interpersonal skills; organization skills and the ability to

pay attention to detail; fluent English language; and time-management skills and ability to meet deadlines

• In-depth knowledge of administrative management principles, concepts, policies, and objectives applicable to a program or administrative area.
• A Bachelor of Science and/or Bachelor of Arts degree, preferably in the field of Communications, English, Business Administration, Management, or Human Resources including five (5) years of work experience in an executive administrative/clerical, communications, human resources, or similar fields.
• Possess a general knowledge of computer use and applications such as Microsoft applications: MS Word, MS Excel, MS PowerPoint, and SharePoint. Move and lift boxes, and office equipment with a weight of approximately 30 lbs., as well as the ability to sit, speak clearly, stand, and bend.

• The Ravens Group is an "equal opportunity employer/veteran/disability" organization.