The Administrative Assistant performs administrative duties in support of the U. S. Department of Health & Human Services (HHS) Program Support Center (PSC) regional operations. This position performs a variety of routine and non-routine administrative tasks, which may include special projects.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Essential duties and responsibilities include the following. Other duties may be assigned.
Responsible for the integration of CNI Core Competencies into daily functions, including: commitment to integrity, knowledge / quality of work, supporting financial goals of the company, initiative / motivation, cooperation / relationships, problem analysis / discretion, accomplishing goals through organization, positive oral / written communication skills, leadership abilities, commitment to Affirmative Action, reliability / dependability, flexibility and ownership / accountability of actions taken.
Performs a wide variety of clerical and administrative program activities in support of the regional Program Support Center.
Personal Security and HSPD-12 Badging:
Performs a variety of activities related to Homeland Security Presidential Directive 12 (HSPD-12). Performs issuance, enrollment and lifecycle manager services such as fingerprinting, taking photos, verifying identity, etc. Tracks and enters the information in the system(s). Escalates HSPD-12 issues or card delays to appropriate personnel.
Assists regional customers with status checks of HSPD-12 badges.
Schedules and confirms appointments.
Processes new certificates and re-certifications.
Processes HHS HSPD-12 security documents.
Processes HHS HSPD-12 cards.
Ensures badging equipment is working appropriately, and escalates any issues or concerns.
Ensures forms and paperwork are properly completed and processed weekly with the HHS Office of Security and Strategic Information (OSSI). Maintains HSPD-12 transmittal document for logging forms and paperwork sent to OSSI with UPS tracking numbers. Serves as a liaison with the OSSI concerning any issues (i.e., misuse, loss or theft of HSPD-12 badges or paperwork).
Assists as a backup to the Regional Facilities Manager (RFM). Prepares weekly reports, and posts to HHS portal.
Assists RFM with annual HHS inventory for the PSC Regional Support Staff office. Processes required paperwork related to property disposal and excess property.
Facilitates meetings with Operating Divisions (OPDIV) and Staff Divisions (STAFFDIV) to review the Annual Property Inventory. Assists with Annual Property Inventory by providing appropriate forms and preparing / reviewing HHS and GSA paperwork.
Assists with property disposition processes by facilitating signed OPDIV and STAFFDIV property disposition paperwork and accessing GSAXcess.
Conference Room Support Responsibilities:
Works closely with RFM and PSC personnel to provide scheduling, oversight and management of PSC conference rooms, HHS Joint Use conference rooms, and related equipment.
Maintains the PSC conference rooms, and coordinates the maintenance of conference room equipment (i.e., projector, VCR, television, chairs, VTC, Polycom units, tables, podium, etc.).
Administrative Assistance and Mailroom Support:
Conducts all mailroom duties and responsibilities. Resolves mailroom and machine problems / issues. Ensures mailroom is secure at all times.
Sorts and delivers all incoming and outgoing mail. Distributes and dispatches all interoffice mail to destination offices. Ensures mail room is secure at all times.
Gathers, prepares, and maintains a record of accountable mail for all outgoing mail in accordance with local directive and schedule. Keeps a record of corresponding mail metering activities.
Utilizes Pitney Bowes mail system and metering software to meter all outgoing mail. Notifies Departmental Mail Manager when additional funds are needed; adds meter funds after approval from Departmental Mail Manager.
Accepts, logs and delivers UPS and FedEx packages.
Participates in annual Postal Inspector training for handling suspicious mail, and follows procedures as required.
Monitors mail supplies, and notifies supervisor when additional supplies are needed.
Maintains PSC Regional Telephone Directory.
Performs additional clerical and administrative tasks, as assigned.
Responsible for aiding in own self-development by being available and receptive to all training made available by the company.
Plans daily activities within the guidelines of company policy, job description and supervisor’s instruction in such a way as to maximize personal output.
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 to the best of own ability.
EDUCATION / EXPERIENCE
High School Diploma or General Education Degree (GED) and a minimum of five (5) years’ relevant experience; or equivalent combination of formal training and experience. Must be able to perform 10-key data entry by touch with a minimum of 30 WPM.
CERTIFICATES, LICENSES, REGISTRATION
JOB SPECIFIC KNOWLEDGE / SKILLS / ABILITIES
Operational knowledge and skill in administrative / clerical practices and systems, such as word processing, presentation development, records management, alpha and numeric filling, schedule / time management, as well as other office procedures and terminology
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.)
Ability to compose correspondence from draft to final version, both electronic and hard copy
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
Working knowledge of business records management and filing processes
Excellent written and verbal communications skills with knowledge and ability to utilize appropriate grammatical skills at a professional level
Ability to work and communicate effectively with all levels of management and coworkers, as well as a wide range of people with diverse backgrounds
Excellent customer service skills with ability to apply good listening skills and to handle unusual or complex situations with a calm and focused approach
Ability to identify problems and to use sound judgment
Ability to work independently on assigned tasks as well as to accept direction on given assignments
Ability to handle highly sensitive and confidential information with exceptional discretion
Proven ability to exemplify professional behavior, dignity, and excellence and to maintain high standards under pressure
Excellent organizational skills with ability to pay close attention to details
Ability to manage multiple projects and priorities
Ability to produce quality work, meet critical deadlines and pay attention to detail in a fast-paced, demanding environment
Ability to be proactive, take initiative and accept accountability for assigned work functions
Ability to work independently and in a team environment
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.
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
SPECIAL 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 stand. 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 50 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.