Administrative Assistant

We have an exciting opportunity for administrative personnel to join our team in support of the FAA William J. Hughes Technical Center (WJHTC) Secretarial Services contract. Support under this contract will include multiple administrative levels. Locations include FAA William J. Hughes Technical Center (Technical Center), Atlantic City, NJ.

Labor Category: Secretary 1

Responsibilities:

The Secretary 1 performs administrative functions. Duties include generic clerical skills such as greeting and directing visitors, fielding phone calls, scheduling meetings, responding to callers, taking minutes, composing memos, transcribing, developing presentations, generating reports, and monitoring invoices and expense reports. This candidate will perform routine tasks in a government office environment. This candidate carries out recurring office procedures independently and selects the guideline or reference that fits the specific case. The supervisor provides specific instructions on new assignments and checks completed work for accuracy. Candidate must possess experience working with Microsoft Office Suite to create workplace products. Microsoft product experience should include MS Word and MS Excel at a minimum.

Additional Responsibilities: Carries out recurring office procedures independently. Selects the guideline or reference which fits the specific case. Supervisor provides specific instructions on new assignments and checks completed work for accuracy. Performs varied duties including or comparable to the following:

• Responds to routine telephone requests which have standard answers; refers calls and visitors to appropriate staff. Controls mail and assures timely staff response; may send form letters;
• As instructed, maintains supervisor's calendar, makes appointments, and arranges for meeting rooms;
• Reviews materials prepared for supervisor's approval for typographical accuracy and proper format;
• Maintains recurring internal reports, such as time and leave records, office equipment listings, correspondence controls, and training plans;
• Requisitions supplies, printing, maintenance, or other services. Types, takes and transcribes dictation, and establishes and maintains office files.

Qualifications:

This candidate must possess at least a High School Diploma or GED and at least two (2) years of relevant experience.

Labor Category: Secretary II

Responsibilities: In addition to the skills defined under the Secretary 1 level category, the Secretary II performs administrative and office support activities that require an ability to multi-task and assist multiple FAA employees at once. More advanced computer skills are required as the assistant will be required to perform word processing, spreadsheet management, and conduct more advanced internet research. Responsibilities include reviewing and disseminating memoranda to staff; conducting documents control for routing through the office; preparing purchase request for small purchases, reviewing draft policies, standard operating procedures, and memoranda for grammar and format. The candidate will handle differing situations, problems, and deviations in the work of the office according to the supervisor's general instructions, priorities, duties, policies, and program goals. The supervisor may assist secretary with special assignments. Candidate must possess experience with Microsoft Office Suite to create workplace products. Microsoft product experience should include MS Word and MS Excel at a minimum.

Additional Responsibilities: Handles differing situations, problems, and deviations in the work of the office according to the supervisor's general instructions, priorities, duties, policies, and program goals. Supervisor may assist secretary with special assignments. Duties include or are comparable to the following:

• Screens telephone calls, visitors, and incoming correspondence; personally responds to requests for information concerning office procedures; determines which requests should be handled by the supervisor, appropriate staff member or other offices. May prepare and sign routine, non-technical correspondence in own or supervisor's name;
• Schedules tentative appointments without prior clearance. Makes arrangements for conferences and meetings and assembles established background materials, as directed. May attend meetings and record and report on the proceedings;
• Reviews outgoing materials and correspondence for internal consistency and conformance with supervisor's procedures; assures that proper clearances have been obtained, when needed;
• Collects information from the files or staff for routine inquiries on office program(s) or periodic reports. Refers non-routine requests to supervisor or staff;
• Explains to subordinate staff supervisor's requirements concerning office procedures.
• Coordinates personnel and administrative forms for the office and forwards for processing.

Qualifications:

This candidate must possess at least an Associate degree in a business field or a related field, or a High School Diploma/GED and at least four (4) years of relevant experience.

Labor Category: Secretary III

Responsibilities:

In addition to the skills defined under the Secretary II level category, the Secretary III is expected to perform more complex administrative tasks and will typically be supporting senior-level staff. Responsibilities include those described for an Administrative Assistant but require more work experience within each function. Advanced computer skills and internet research skills are required. The position requires the assistant to perform a variety of administrative functions such as creating and analyzing written documents for dissemination to leadership, compiling information for outside inquiries and reports, and developing and maintaining tracking tools to be used for reporting data. This candidate must use greater judgment and initiative to determine the approach or action to take in non-routine situations, interpret and adapt guidelines, including unwritten policies, precedents, and practices, which are not always completely applicable to changing situations. Candidate must possess experience with Microsoft Office Suite to create workplace products. Microsoft product experience should include MS Word, MS Excel, and Power Point at a minimum.

Additional Responsibilities: Uses greater judgment and initiative to determine the approach or action to take in non-routine situations. Interprets and adapts guidelines, including unwritten policies, precedents, and practices, which are not always completely applicable to changing situations. Duties

include or are comparable to the following:

• 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

Qualifications:

This candidate must possess at least a Bachelor's degree in a business field or a related field, or an Associate Degree in a business field or a related field and at least three (3) years of experience relevant to this SOW, or a High School Diploma or GED with at least eight (8) years of relevant experience.

Labor Category: Secretary Administrative Assistant

Responsibilities:

The executive assistant performs administrative duties for executive management, and relieves the executive of administrative type functions in order to increase the time an executive has available for executive level responsibilities This position requires the ability to perform all tasks of the other positions; but requires advanced computer and internet research skills, the ability to handle a wide variety of situations and conflicts involving the clerical and administrative function of the office. Responsibilities include having confidential and time-sensitive material; preparing routine and advanced correspondence including letters, memoranda, and reports; relying on experience and judgment to plan and accomplish goals. This candidate must possess experience in forming working relations both internal and external as well as representing the organization as a liaison to other high level officials. Exemplary oral and written skills are required including style manual and formatting experience. Experience includes familiarity with word processing (ex: MSWord), spreadsheet (ex: Excel), presentation software (ex: PowerPoint), flowcharting (ex: VISIO) and scheduling software (ex: MS Project). Candidates shall use a high degree of judgment and latitude to take action in non-routine situations, performing multiple tasks simultaneously, as well as interpreting and adapting policies precedents, and practices in changing situations.

Additional Responsibilities: In addition to secretarial duties, this position will provide administrative support to Senior Officials, (Director, Deputy Director, Chief Scientist, or Equivalent), with office management responsibilities to include budgeting, personnel records and payroll. May be required to work independently on projects requiring research and preparation of briefing charts and other presentation materials. Duties include or are comparable to the following:

• Notes commitments made by the executive during meetings and arranges for staff implementation. Arranges for staff members to represent organization at conferences and meetings, establishes appointment priorities, or reschedules or refuses appointments or invitations.
• Reads outgoing correspondence for the executive's approval and alerts writers to any conflict with the file or departure from policies or the executive's viewpoints; gives advice to resolve problems.
• Summarizes the content of incoming materials, specially gathered information, or meetings to assist the executive; coordinates the new information with background office sources; draws attention to important parts or conflicts; follows up with others to ensure actions items are completed in a timely and efficient manner.
• In the executive's absence, 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 a timely manner; decides whether the executive should be notified of important or emergency matters.
• Has complete control of the executives calendar coordinating meetings and briefings with other senior managers and executives.

Qualifications:

This candidate must possess at least a Bachelors degree in a business field or a related field as well as a minimum of five years of experience supporting Senior Officials, VIPs, or dignitaries in an equivalent office environment.

Full Benefit Package to include:

Vacation and Sick leave

Paid Federal Government Holidays

Medical, Dental and Vision

Voluntary Life Insurance and Weekly Disability

We are an Equal Opportunity Employer

We do not discriminate in employment opportunities or practices on the basis of race, color, religion, sex, national origin, age, disability, genetic information, or any other characteristic protected by law.