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SUMMARY

The Administrative Assistant helps to improve office management efficiencies by performing a variety of administrative and clerical tasks that support management and functional processes.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Essential duties and responsibilities include the following. Other duties may be assigned.

Provides daily front office support, which may include updating calendars using Outlook, requesting conference rooms (via web or interoffice tools), scheduling meetings, as well as other daily administrative support duties.

Answers phones for the office (using soft phone or desk phone), coordinates call’s from the public, and directs calls and messages as required.

Supports meetings (including virtual meetings in Teams and/or Zoom).  Shares documents during video team meetings, for collaboration or to present and run briefings.

Updates branch SharePoint sites with news, documents and current data. Uses SharePoint forms as needed to make requests and tracks information by updating forms used in workflow processes.

Assists with timesheet review and coordination for client Manager Approval, for the branch using CASTLE time keeping software.

Provides backup support for other admins as needed.

Understands and uses approved government travel per diem and lodging rates from GSA.Gov to properly plan government employee travel.  Escalates concerns or issues and communicates and asks questions to assure smooth client travel free of problems. 

Utilizes federal approved travel systems to process workflow efficiently and accurately.  E2 system experience preferred.

Assists branch or division management with time reviews and identifies areas of concern or ready for client approval.

Plans daily activities within the guidelines of company policy, job description and supervisor's instruction in such a way as to maximize output.

Responsible for aiding in own self-development by being available and receptive to any training made available by the company.

Responsible for keeping own immediate work area in a neat and orderly condition to ensure safety of self and coworkers.  Will report any unsafe conditions and/or practices to the appropriate supervisor and Human Resources.  Will immediately correct any unsafe conditions as the best of own ability.

CERTIFICATES, LICENSES, REGRISTRATION

JOB SPECIFIC KNOWLEDGE / SKILLS / ABILITIES

Working knowledge of standard office practices and procedures.

Proficient in the use of standard office equipment such as computers, typewriters, copiers, fax machines, telephone systems and office automation systems.

Skilled proficiency in the use of Microsoft Windows and Office programs (i.e. Word, Excel, Outlook, PowerPoint, etc.) with ability to manage calendar and email.

Working experience with MS TEAMS and ZOOM for collaborating and sharing or facilitating presentations.

Working knowledge of Federal Travel Regulations and use of GSA.gov for identifying travel lodging and per-diem rates for efficient travel.

Experience coordinating travel and using travel systems for travel planning.

Knowledgeable and proficient in the use of the English language as to professional business grammar, spelling, punctuation and capitalization in the preparation of correspondence, reports and presentations.

Ability to compose correspondence from draft to final version, both electronic and hard copy.

Working knowledge of business records management and  filing processes.

Excellent customer service skills.

Well-organizes and detail-oriented with ability to multitask effectively.

Ability to work effectively both individually and in a team environment.

LANGUAGE SKILLS

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organizations.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals. Ability to compute rate, ratio and percent and to draw and interpret bar graphs.

REASONING ABILITY

Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

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 of this job. Work is primarily performed in an office environment. Regularly required to sit. Regularly required use hands to finger, handle, or feel, reach with hands and arms to handle objects and operate tools, computer, and/or controls. Required to speak and hear. Occasionally required to stand, walk and stoop, kneel, crouch, or crawl. Must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, depth perception, and ability to adjust focus. Exposed to general office noise with computers printers and light traffic.

Equal Employment Opportunity Statement

All qualified applicants will receive consideration for employment without regard to race, color, sex, sexual orientation, gender identity, religion, national origin, disability, veteran status, age, marital status, pregnancy, genetic information, or other legally protected status.

This position is contingent upon contract award. Salary and Job Requirements are subject to change upon award.

 CNI offers a comprehensive benefits package that includes:

• Medical
• Dental
• Vision
• 401(k)
• STD/LTD/AD&D
• Employee Assistance Program (EAP)
• Paid Time Off (PTO)
• Training and Development Opportunities

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If you like wild growth and working with happy, enthusiastic over-achievers, you'll enjoy your career with us!