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Administrative Assistant II

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Administrative Assistant II

Job ID R562
Job Location Washington, DC
Full-Time/Part-Time Full-Time

It's fun to work in a company where people truly BELIEVE in what they're doing!

We're committed to bringing passion and customer focus to the business.

SUMMARY

The Administrative Assistant II performs a variety of tasks for the Department of Transportation (DOT), Pipeline and Hazardous Materials Safety Administration (PHMSA) contract. This position has the experience to handle an array of situations, problems and deviations in office procedures due to changing priorities, policies and program goals. The Administrative Assistant II may be tasked to assist with special assignments requiring planning and multi-tasking abilities.

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.

Demonstrates working knowledge and experience in performing computer data entry, word processing, presentation, graphics preparation and developing spreadsheets using appropriate software systems.

Demonstrates excellent skills and ability to communicate clearly, both verbally and in writing.

Ability to handle an array of situations, problems and deviations in office procedures due

to changing priorities, policies and program goals.

Provides administrative support to staff.  Performs a variety of advanced and routine administrative / clerical functions in support of the department’s mission.

Helps to ensure workflow efficiency amid complex tasks and constantly changing priorities.  Uses the utmost discretion when handling confidential information.

Helps in the application and implementation of administrative policies and procedures.  Manages departmental processes and procedures for administrative tasks. 

Arranges appropriate resources for meetings, presentations and video conferencing.  Prioritizes scheduling, and ensures appropriate room setup, equipment, and materials are operational and ready in advance. 

Greets visitors in a timely and professional manner.  Determines the nature of business, and directs visitors appropriately.

Responds to inquiries and information requests in an efficient manner.  Recognizes potential problems / issues, and refers them immediately to the appropriate Point of Contact (POCs) for resolution. 

Answers telephone, gives information to callers, routes call to appropriate person, and places outgoing calls.

Prepares a variety of documents such as informational emails, memos, forms, letters, reports and spreadsheets.  Ensures documents conform to instructions.  Reviews documents for accuracy prior to distribution.

Maintains accurate and accessible electronic and hardcopy file systems.  Performs a variety of related tasks such as making copies, scanning, and classifying, indexing, filing, storing and retrieving of material.  

Coordinates and manages the daily schedules and calendars. Prepares daily schedules for ready review and reference.

Responsible for aiding in own self-development by being available and receptive to any 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 REQUIRED

High School Diploma or General Education Degree (GED) and a minimum of two (2) years’ prior knowledge of government office working environments, office procedures and practices essential for daily support. Other relevant experience performing administrative tasks helpful.

CERTIFICATES / LICENSES / REGISTRATION

JOB SPECIFIC KNOWLEDGE / SKILLS / ABILITIES

Working knowledge of administrative procedures and activities

Operational knowledge and skill in administrative / clerical practices and systems, such as word processing, presentation development, records management,  schedule / time management, as well as other office procedures and terminology

Advanced proficiency in using Microsoft Office Suite (i.e., Outlook, Word, Excel, PowerPoint, Access, Visio, etc.)

Excellent written and verbal communication 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

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

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 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

LANGUAGE SKILLS

Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-one-one and small group situations to customers, clients, and other employees of the organization.

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 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.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to perform successfully 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.

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