Job Description

Administrative Assistant

Ocean Bay, LLC, a subsidiary of Three Saints Bay, LLC and a Federal Government Contractor industry leader, has an opening for a highly motivated Administrative Assistant, located in Arlington, Virginia. The Administrative Assistant will perform a wide range of administrative and office support activities for the department and/or managers/supervisors to facilitate the efficient operation of the organization. Provides administrative support and performs numerous duties, including scheduling, writing/editing correspondence, emailing, handling visitors, routing callers, record keeping, and answering questions and requests.

Position Responsibilities:

• Uses greater judgment and initiative to determine the approach or action to take in non-routine situation's, interprets and adapts guidelines, including unwritten policies, precedents, and practices, which are not always completely applicable to changing situations.
• Based on knowledge of the supervisor's views, compose correspondence on own initiative about administrative matters and general office policies for supervisor's approval.
• Anticipate and prepare materials needed by the supervisor for conferences, correspondence, appointments, meetings, telephone calls, etc., and informs supervisor on matters to be considered.
• Read publications, regulations, and directives and act or refer to those that are important to the supervisor and staff.
• Prepare special or one-time reports, summaries, or replies to inquiries, selecting relevant information from a variety of sources such as reports, documents, correspondence, other offices, etc.
• Advise secretaries in subordinate offices on new procedures; request information needed from the subordinate office(s) for periodic or special conferences, reports, inquiries, etc., and shift clerical staff to accommodate workload needs.
• Receive and direct visitors and clients.
• Answer, screen and transfer inbound phone calls.
• Handle requests for information and data; resolve administrative problems and inquiries
• Prepare and modify documents including correspondence, reports, draft memos, cables and emails.
• Schedule and coordinate meetings/appointments for managers or supervisors; inform manager/supervisor about cancelations or new meetings.
• Record, compile, transcribe and distribute minutes of meetings.
• Open, sort and distribute incoming correspondence; coordinate outgoing mail and packages to be picked up.
• Maintain office supply inventories
• Coordinate maintenance of office equipment.
• Coordinate employee moves or in-bound workstation set-ups.
• Prepare statistical reports and manage spreadsheets.
• Coordinate travel arrangements; prepare itineraries; input travel authorizations into financial system, and process travel vouchers and records.
• Relay directives, instructions and assignments to executives.
• Maintain hard copy and electronic filing system.
• Maintain attendance reports, leave records, trip records and logs. Corrects any discrepancies found in reports.
• Perform routine Audits of Databases and files.
• Perform a range of general administrative activities, as well as facilities/space management, customer support services, resource distribution, acquisition support, and human resources support.
• Perform other related and/or administrative duties as assigned.

Position Requirements:

• High School diploma or equivalent.
• Minimum of 3 years of relevant work experience.
• Able to work as part of a team or independently with minimal direction.
• Strong oral, written and interpersonal skills; excellent proofreading skills.
• Ability to multi-task; detail oriented; be observant and anticipate operational needs
• Good problem solver and able to handle difficult situations.
• Knowledge of clerical and administrative procedures and systems such as filing and record keeping
• Ability to be flexible and adaptable in a variety of situations.

Skills:

• Experience with Microsoft Teams and SharePoint management and computer software programs.
• Must be proficient in the Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook).
• Possess knowledge of applying analytic methodologies and principles to address program needs.

Security Requirements: Security Clearance Level: Public Trust

• Background Check
• Applicants selected will be subject to a government background investigation and must meet eligibility and suitability requirements.
• Must be a US Citizen with the ability to obtain a US Government security clearance.
• Successful Pass of Ocean Bay, LLC. Background Investigation Drug Screening and Credit Check.

Position Location: Arlington, Virginia Hourly Rate: $26.61/Hourly and $4.93/Health and Welfare

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