Administrative Assistant

Summary

All Native Group is seeking an Administrative Assistant / Senior Administrative Professional to support the Office of the Legal Adviser (L), U.S. Department of State, in Washington, DC. L advises and represents the Department on all international and domestic legal policy issues connected with U.S. foreign policy and is made up of 26 legal offices that rely on professional administrative and records support. The Administrative Assistant serves as the forward face of the office, manages executive calendars and correspondence, and acts as office manager for the executive's organization. Candidates must be U.S. citizens with a Secret security clearance.

 

Essential Functions

• Composes correspondence on administrative matters and general office policies for the executive's approval, based on knowledge of the executive's views.
• Anticipates and prepares materials the executive needs for conferences, correspondence, appointments, meetings, and telephone calls.
• Reads publications, regulations, and directives, and acts on or refers items important to the supervisor and staff.
• Prepares special or one-time reports, summaries, and replies to inquiries using information drawn from reports, documents, correspondence, and other offices.
• Establishes appointment priorities; schedules, reschedules, or declines appointments and invitations; arranges for staff to represent the organization at conferences and meetings.
• Reviews outgoing correspondence for the executive's approval and alerts writers to conflicts with the file or departures from policy or the executive's viewpoints.
• Summarizes incoming materials, gathered information, and meetings; notes commitments made by the executive and arranges for staff implementation.
• In the executive's absence, ensures requests for action or information reach the appropriate staff member and decides whether the executive should be notified of important or emergency matters.
• Acts as office manager for the executive's organization: identifies when new procedures are needed, devises and implements alternatives, and revises procedures to eliminate conflict or duplication.
• Prepares conference agendas, explains discussion topics to participants, and develops background information and outlines for speeches.
• Serves as the forward face of the organization: receives and escorts guests, answers phone and email inquiries, and interfaces with DOS management, Executive Directors, senior contractor personnel, and high-ranking outside officials (e.g., state or city officials, members of Congress).
• Advises secretaries in subordinate offices on new procedures and requests information from subordinate offices for conferences, reports, and inquiries.
• Compiles and maintains records of business transactions and office activities; opens and routes incoming mail, answers correspondence, and prepares outgoing mail.

 

• Attends weekly program management meetings and inter-agency meetings; processes program documents and produces program reports; performs miscellaneous audits.
• Develops and maintains program databases and master files; instructs mid-level administrators and program users on procedures and policies.
• Produces special projects, including electronic time and attendance and travel arrangements in the electronic travel system; serves as a unit security officer.
• Receives training requests, develops training rosters, assembles training materials, sets up the training room, and conducts one-on-one training sessions.
• Provides administrative support to program managers on specific Department programs and projects.

 

Competencies

• Excellent customer service and multi-tasking skills.
• Advanced writing skills to compose difficult, detailed correspondence and recommend updates to department documents.
• Ability to manage dynamic calendars for management, including event planning with external vendors.
• Proficiency in the Microsoft Office Suite, including Excel, Word, and PowerPoint; intermediate to advanced knowledge of two or more Microsoft Office/PC applications.
• Working knowledge of email and office equipment (fax, phone, copier, etc.).
• Ability to learn and apply an advanced understanding of a large, complex organization, its functional policies and processes, and its customers.
• Sound judgment and discretion in handling complex contacts with senior internal and external officials.

 

Supervisory Responsibility

No formal supervisory responsibility. The role shifts clerical staff to accommodate workload needs and advises secretaries in subordinate offices on new procedures.

 

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

 

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.

 

• Must be able to remain in a stationary position 75% of the time.
• Occasionally moves about inside the office to access file cabinets, office machinery, etc.
• Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer.
• Expresses or exchanges ideas by means of the spoken word. Those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly or quickly.
• Frequently moves standard office equipment up to 25 pounds.
• Must be able to work indoor conditions 90% of the time.

 

While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms.

 

 

Position Type/Expected Hours of Work

This is a full-time position (1,920 hours per year). Typical days and hours of work are Monday through Friday, 8:15 a.m. to 5:00 p.m., with a 45-minute unpaid lunch. Overtime is not authorized. Telework or an alternate work schedule may be available subject to COR approval.

 

Travel

No travel is required for this position.

 

Experience

8–10 years of increasingly responsible administrative/receptionist experience.

 

Education

High school diploma or equivalent required; BA/BS preferred.

 

Additional Eligibility Qualifications

Candidate must demonstrate the ability to complete tasks in creative and effective ways.

 

Security Clearance

Must be a US Citizen with an active Secret clearance.

 

Drug Free Workplace

All Native Group is a Drug Free Workplace. It is our policy that all new hires must successfully complete a pre-employment drug screen as a condition of employment. In addition, all employees are subject to random drug screens throughout the term of their employment with All Native Group.

 

AAP/EEO Statement

All Native Group is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran. However, preference may be extended to persons of Indian descent in accordance with applicable laws.

 

About Ho-Chunk, Inc. & All Native Group

Ho-Chunk, Inc. is an award-winning economic development corporation of the Winnebago Tribe of Nebraska. Our mission is to provide long-term economic development for the Winnebago Tribe and job opportunities for Tribal members.

 

All Native Group is a network of small businesses that support the critical missions of various U.S. Government customers. Our capabilities include telecommunications, health, logistics, specialized training, professional services, and IT solutions. Since earning our first federal contract in 2004, we have continued to grow and diversify our services while maintaining a strong commitment to excellence. As a tribally owned organization, All Native Group operates multiple subsidiary businesses, providing clients with the advantages of working with a small business while leveraging the resources and expertise of a larger, established company. Our work is guided by our core NATIVE values:

• Native American Owned & Proud – Serving the Winnebago Tribe of Nebraska.
• Accountable – To always do what's right.
• Team-Focused – For inclusive progress.
• Innovative – In creating solutions.
• Visionary – In our purpose and direction.
• Excellence – Through learning and performance.

 

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.