Administrative Assistant

Washington , District Of Columbia
Oct 28, 2020
Dec 02, 2020
Full Time


Company Job Title: Administrative Assistant

Clearance: Background Check

Location: Washington, DC

Reports To: Program Manager

FLSA Status: Non-Exempt, Full Time, Regular


The Administrative Assistant will provide administrative level secretarial and clerical service in support of USAID's Management Bureau, Office of Management Services, Travel and Transportation Division (TTD).

Duties and Responsibilities:
  • Schedule conferences.
  • Direct preparation of scanning and filing of State Department, Letter of Authorizations (LOAs), required agency forms, i.e. Non-Contract Air Carrier waiver forms, foreign flag waiver forms, Actual Subsistence before/after Travel is Complete forms.
  • Monitor the TTD mailbox, printout requested LOA's for signature, email LOAs back to the recipients via encryption. Files correspondence and other supporting documentation in the appropriate folders.
  • Schedule appointments, provide information to callers, take dictation, route incoming and outgoing mail, and perform other administrative and clerical duties as needed.
  • Greets visitors, ascertains nature of business, and direct visitors to appropriate personnel.
  • Answers telephone and provides information to callers or routes call to the appropriate official and places outgoing calls.
  • Handles sensitive and extensive confidential information (PII).
  • Design plans to expand the use of Service Now for other M/MS functional areas, including travel and transportation.
  • Backstop other Administrative Specialists from different offices when needed.
  • Other duties as assigned

  • Minimum Qualifications: (To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.)
    • High School Diploma or GED
    • Associates Degree preferred.
    • 5 years of relevant experience as an intern, support contractor, government staff, or industry staff with:
    • IT ticketing tool management systems such as ServiceNow
    • Project management
    • Microsoft Office, including Excel, PowerPoint, and Outlook
    • Visio, Tableau, and data visualization software
    • Customer-service software systems

    Knowledge, Skills and Abilities:
    • Ability to obtain a Secret clearance
    • Gather and analyze data effectively
    • Apply critical thinking to a wide variety of problems
    • Comprehend and analyze complex problems
    • Possession of excellent oral and written communication skills
    • Ability to complete individual tasks effectively
    • Ability to work in a team environment
    • Ability to work with difficult people
    • Able to work hours of 8:00 am - 4:45 am

    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.)
    • While performing the duties of this Job, the employee is regularly required to sit and talk or hear. The employee is frequently required to walk; use hands to finger, handle, or feel and reach with hands and arms. The employee is occasionally required to stand; climb or balance and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision.

    Work Environment: (The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.)
    • The employee will normally work in a temperature-controlled office environment, with frequent exposure to electronic office equipment.
    • During visits to areas of operations, may be exposed to extreme cold or hot weather conditions. Is occasionally exposed to fumes or airborne particles, toxic or caustic chemicals, and loud noise.

    Chenega Corporation and family of companies is an EOE.

    Equal Opportunity Employer/Veterans/Disabled

    Native preference under PL 93-638.

    We participate in the E-Verify Employment Verification Program.

    Primary Location: United States-District of Columbia-Washington DC

    Organization: Chenega Worldwide Support
    Strategic Business Unit: Military Intelligence and Operations Support
    Security Requirements: Background Check
    Job Schedule: Full Time Non-Exempt
    Recruiter: Melody Parsons
    Req ID: 2000003096

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