Administrative Assistant

Overview

The Institute for Defense Analyses (IDA) is a Federally-Funded Research and Development Center supporting the Department of Defense (DoD) and other federal agencies. IDA/CCS has an immediate opening for an Administrative Assistant position located in Bowie, MD. Under Minimal supervision, this position provides principal administrative support in a professional environment, usually to one individual. Performs a variety of both complex and routine administrative duties requiring extensive working knowledge of the organization, programs, practices and procedures related to the function of the office. Responsibilities include extensive use of software including word processing, graphics, and spreadsheet to produce complex technical and statistical documents and reports. Also utilizes electronic mail, conference room scheduling and other internal automated systems; may maintain personal information systems and databases.

Primary Responsibilities:

1. Prepares documents on a timely and accurate basis to include narrative, technical, or statistical reports from typed, recorded, automated or handwritten text. Uses appropriate software for creating, storing, retrieving, formatting and integrating documents and other data in accordance with prescribed format and procedures; may require chart preparation and graphics; responsible for correct spelling and grammar; reviews materials prepared for supervisor's approval for accuracy and format.

2. As instructed, maintains supervisor's calendar, makes appointments, and arranges for meeting rooms, responds to routine requests for information concerning office procedures, determines which requests should be referred to the supervisor, other appropriate staff member, or other offices.

3. Researches the most cost-effective means of travel and hotel accommodations for staff members or visitors. Provides information to staff regarding availability of flights, connections, and accommodations; works with the travel agency to book air and/or surface travel and hotel reservations using the Concur or other IDA travel system. Verifies the accuracy of tickets, hotel reservations and other details before delivering to staff members or visitors.

4. May scan and sort incoming mail and interoffice correspondence into priority categories; note items of interest based on current projects; may retrieve and attach background material before distributing.

5. Provides support for all conferences, seminars, and other meetings held at the CCS facility. Works with the program point of contact to coordinate all aspects of meetings including arranging food service with caterer.

6. Works with CCS facilities staff, computer services, security and other staff to assure that conference rooms are arranged according to designated plan, that video-conference and computer equipment is available and set-up, and to confirm scheduling details with technical staff.

7. Security Approvals and Procurement Acquisition

As requested by the requestor:

a. Searches for and secures information on product availability, and enters information into data files, Remedy, and spreadsheets.

b. Prepares Purchase Requests for materials, equipment and/or services of a general nature. Verifies specifications for accuracy.

c. Contacts vendors for price availability, price comparison, solicits preliminary informal bids, and follows through under the guidance of the CCS Purchasing Administrator.

8. Maintains recurring internal reports, office equipment listings, inventory of general use equipment, correspondence controls, and other types of data as requested. Establishes and maintains files as directed, follows up on pending matters to assure that schedules are met.

9. Utilizes spreadsheet, graphics and database software programs; also may maintain information systems and databases; may serve as technical resource for other staff members on software questions and issues. Operates standard automated office systems and equipment to include electronic mail, conference room scheduling and other internal automated systems, fax machine, copy machine and scanning equipment.

10. Explains supervisor's requirements concerning office procedures to other staff; coordinates personnel and administrative forms for the office and forwards for processing. Anticipates and prepares materials needed by the supervisor for such activities as conferences, correspondence, appointments, meetings, telephone calls, and informs supervisor on matters to be considered.

11. Processes requests for business cards, parking cards, corporate credit and phone calling cards as needed for new staff.

12. Performs other duties as assigned.

Minimum Requirements/Qualifications

• High school diploma or equivalent, with minimum five years experience or Associate degree with minimum four years experience or Bachelor’s degree with minimum two years experience. Experience refers to the use of MS Office suite, Concur, Remedy or similar software and handling administrative functions.

• Demonstrated proficiency in MS Office suite and similar software packages to include word processing, formatting and editing, complex work table, advanced PowerPoint skills; spreadsheet, graphics and database; experience with other automated systems e.g. Microsoft Outlook or other electronic mail system, conference room scheduling systems, search engines, and other internal automated systems.

• Demonstrated ability to handle proprietary or sensitive information and to operate effectively under deadlines with tact and diplomacy.

• Strong interpersonal skills with ability to communicate effectively orally and in writing with all levels of employees.

• Active TS/SCI and full-scope polygraph required.