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The Administrative Assistant III will provide executive level administrative support for United States Department of Agriculture (USDA) Farm Service Agency (FSA), Farm Loan Program leadership. This senior-level assistant will be expected to perform complex administrative tasks and management support for two senior-level staff, in addition to programmatic support. This position handles a wide variety of administrative functions and situations, which includes handling sensitive or confidential information.
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.
Prioritizes scheduling of all branch/team conference rooms and resolves any scheduling issues.
Provides administrative support to the executive 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.
Coordinates and manages the daily schedules and calendars for executive staff. Responds to meeting invitations and inquiries. Notes dates and times of important events, and reschedules meetings as needed.
Responds to inquiries and information requests in an efficient manner. Recognizes potential problems/issues and refers them immediately to the appropriate Point of Contact (POC) for resolution.
Prepares a variety of documents such as informational emails, memos, forms, letters, reports, and spreadsheets. Ensures documents conform to instructions. Coordinates the efforts of various staff members and ensures suspense dates and times are met. Reviews documents for accuracy prior to distribution.
Prints and assembles briefing packages, as required.
Integrates a variety of office automation software to generate specific working documents and forms. Provides technical assistance when needed.
Attends required meetings, such as travel preparer biweekly meeting. Attends additional meetings upon request. May be required to prepare summary notes of meeting discussions, submit notes for approval from meeting sponsor, and distribute notes as directed.
May be required to assist with arrangements for meetings, presentations and video conferences.
Prioritizes scheduling and ensures appropriate room setup, equipment, and materials are operational and ready in advance.
Will occasionally be required to balance multiple, quick turnaround, high priority tasks.
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
Associate's degree, Bachelors preferred, and a minimum of six (6) years’ relevant experience in supporting executive level staff for a federal government agency or for high-ranking public officials preferred, or equivalent combination of education/experience.
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, 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.).
Composes, proofreads, and edits documents. Ensures procedural and grammatical accuracy, as well as conformance with general policy and factual correctness.
Ensures coordination and signature procedures are followed.
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.
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 members of the general public.
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.
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.
If you like wild growth and working with happy, enthusiastic over-achievers, you'll enjoy your career with us!