• E-9 Corporation

© 2017 E-9 Corporation

Job Title: Administrative Assistant
Location: DHS, CWMD Washington, DC
Clearance: Top Secret Required
DUTIES AND RESPONSIBILITIES
  • Answer telephones, record messages, forward calls, and respond appropriately to inquiries. Assist staff with follow-up phone calls on outstanding actions Schedule, coordinate, and provide support for meetings, program reviews, events, interviews, appointments, and other similar activities.
  • Research, draft, edit, and facilitate timely responses to a variety of written inquiries as well as executive or other priority correspondence that requires immediate response. Track incoming and outgoing correspondence, coordinating responses within established deadlines, review and edit work products, prepare files for circulations, monitor progress, and maintain files (hard copy and electronic). Ensure correspondence and accompanying documents comply with DHS correspondence standards, Use software programs, including Word, Excel, PowerPoint, SharePoint, and project management applications, to perform agency-specific administrative tasks.
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  • Prepare or assist with the preparation of scheduled narrative reports and other PowerPoint presentations. Establish, maintain, and update files, databases, records, and other documents; develop and maintain data, and perform routine data entry, analyses, and calculations in the processing of information for ad hoc and recurring reports.
  • Perform records management duties in accordance with DHS policy. Copy, collate, and assemble various documentation in-house and support documentation preparation by external vendors as needed.
  • Coordinate with the CWMD travel office and federal staff (as requested) in preparation of travel documents including Travel Authorizations and Vouchers. Coordinate with the CWMD Security the passage of security clearances, foreign visitor requests, and other unique processing requirements as needed for staff, Government officials, and media representatives to the office, CWMD activity sites, or other locations.
  • Perform basic gathering, analysis, and forecasting for data calls and reports.
  • Assist with office supply management, analyzing standard office needs, researching sources of supply, and notifying appropriate staff in advance when supplies are required.
  • Assist with the planning, organization, and production of CWMD sponsored meetings, special events, seminars, and programs.
  • Maintain division’s personnel performance management files and support managers with related tasks (due dates, tracking, filing, responding to human capital personnel, etc.) Notify human capital of any pending staff changes and serve as a liaison for personnel or training actions. Maintain records of directorate’s training requests and completed attendance of training.
  • Serve as liaison with Facilities Division regarding and facilities-related needs of directorate, including space, furniture, property, and safety.
  • Serve as representative on Occupant Emergency Planning team.
  • Sort, screen, review, and distribute incoming and outgoing division mail.