Administrative Assistant

Overview:

The Administrative Assistant communicates with vendors and customers utilizing electronic mail and/or telephone to support Brook Army Medical Center.

Primary Responsibilities:

• Assist with faxing, filing, copying, scanning, collating, and binding of materials print, filling, and identification labels.
• Utilizes and Manages communication pager/intercom system to page staff office staff members.
• Documents facilities issues that require maintenance or follow-up; communicate with branch Office Manager, building management, and other vendors to ensure issues are addressed in a timely fashion.
• Assists in requisitioning and maintaining designated forms in stock for office use.
• Maintains current on call- listings, alert rosters, personnel records, and directories on designated offices and agencies.
• Maintains administrative calendars, scheduling conferences, and meetings.
• Complete and submit automated Defense Medical Human Resources System- internet (DMHRSi)
• Processes incoming and outgoing correspondence (i.e., mail, packages) per procedure.
• Assists in preparing travel arrangements via use of the Defense travel System (DTS) based on general travel regulations.
• Works in conjunction with the systems administrator in the maintenance and review of the Vendor Credentialing Database.
• Collects data and submits to management monthly reports of non- compliant vendors. Submits vendor names to the database as required per the department.

Supervisory Responsibilities:

There are no supervisory responsibilities associated with this position.

Education and/or Experience:

• High School diploma required; some college preferred.
• Minimum 3-years of progressively responsible experience over the previous 5-years, performing a wide range of administrative, secretarial, and organizational skills.

Knowledge, Skills, and Abilities:

• Must be able to read, understand, and process business communications.
• Must be able to politely and effectively communicate with callers and visitors.
• Must be punctual and maintain a good attendance record as the primary front office employee.
• Must possess a good attitude and ability to work as a member of a team.
• Must possess self-motivation and the ability to work effectively under minimum supervision.
• Proficient with Microsoft Suite of products including: Word, Excel, and Outlook.
• Ability to multi-task efficiently, work in a fast-paced environment on multiple projects and have a strong attention to detail.

Certificates, Licenses, Registrations:

• Must possess a valid driver's license.
• Must be a U.S. citizen.

Security Clearance:

A Cac Base Access clearance.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job the employee is required to be able to occasionally stand; walk; sit; use hands and/or fingers to handle or feel objects, tools or controls; operate office equipment, reach with hands and arms; climb stairs; balance; stoop; kneel; talk or hear; taste or smell. The employee must occasionally lift and or move up to 25 pounds.

Work Environment:

General office environment. Some travel may be required based on business demands.

Employment Type: regular full-time