AddressJob Summary:
The Homeland Security Executive Assistant (EA) provides administrative support to the Homeland Security Division. The EA performs a wide range of administration duties for assigned functions or program areas, some duties may be complex and involve access to confidential information. Research, investigate, and/or resolve program data or issues as needed. Must be able to draft documentations, reports, and/or prepare presentations. Supports the grants administration functions of the division for various federal and state grant programs. Act as representative for programs or the unit by providing information and assistance to internal and external customers. This position reports to the Manager of Preparedness Grants and Programs and provides direct administrative assistance to the entire Homeland Security Division.
Areas of Responsibility include:
- Provides excellent customer service to internal and external customers.
- Provides administrative support to the Homeland Security Division and other assigned areas.
- Helps the leadership team maintain deadlines, contact lists, and manage outreach activities.
- Compose and generate correspondence, reports, memos, and other documents for the division.
- Provides program, administrative, and/or technical assistance to internal and external customers.
- Research and resolve program and/or customer issues or questions.
- Drafts documentations, reports, meeting minutes, and helps in the preparation of presentations.
- Performs data entry and database maintenance functions.
- Assist the staff in organizing and executing routine activities and special projects.
- Maintain division files and reference materials.
- Order, maintain, and monitor the use of supplies, equipment, and services for the division.
- Track and mail checks, documents, and reports.
- Receives additional training, as required, to gain full proficiency and experience in all areas.
- Other duties as assigned.
Position Specific Qualifications:
- Skilled in composing documents that are clear, concise, and do not require editing for grammar and spelling.
- Ability to effectively communicate thoughts, ideas, and facts orally,
- Ability to read, interpret, comprehend, and apply advanced written materials for practical business purposes.
- Ability to prioritize tasks concerning importance and the availability of time.
- Skill in categorizing or sequencing tasks to increase efficiency.
- Must be a team player, self-starter, and problem solver.
Preferred Qualifications:
Experience providing administrative support for a senior manager as well as an organization that includes dealing with issues, situations, and documents of a sensitive and/or confidential nature. Preference will be given to applicants who, in addition to meeting the minimum qualifications possess one or more of the following:
1. Two or more years of experience in administrative or secretarial support.
2. Advance skill level using MS Word, Excel, and PowerPoint.
3. Skill in utilizing database applications to process and track departmental correspondences.
