Administrative Assistant with Government Experience // FHFA
Benefits:
Competitive salary
Free food & snacks
Training & development
TITLE - Administrative Assistant CLIENT - FHFA LOCATION - WASHINGTON, DC
Minimum Education and Experience: A minimum of a high school diploma is
required. A minimum of four (4) years of experience performing
administrative duties is required.
At least two (2) years of experience
gained through employment with a contractor is desired. Knowledge of and
experience with systems and/or procedures is desired. Examples of systems
include records management, SharePoint or similar, information systems,
human resource information systems, correspondence systems, travel systems
and payroll systems. Ability to communicate in English both orally and in
writing. Proficient in various types of Information Technology resources
such as Microsoft Office Suite products.
2.1.1 Arranging Appointments, Conferences, and Meetings The Contractor
shall assist with scheduling meetings, arranging appointments, conferences,
and meetings with internal FHFA employees and members of the private
sector. Upon request, the contractor shall provide assistance to
executives, management and staff during meetings to include, but not
limited to: arranging and coordinating logistics; recording meeting
minutes; and providing in meeting logistical support.
2.1.2* Answer Telephone Calls *The contractor shall answer telephone calls
and route to the appropriate staff member as necessary. All calls shall be
answered in a professional and courteous manner as soon as they are
received. The contractor shall respond to basic inquiries and redirect
calls as necessary based on the needs of the caller.
2.1.3 Receive and Coordinate Official Visits
2.1.4 Create and Edit Documents
Upon request, the contractor shall create basic, non-technical documents
using appropriate word processing software. These documents may include,
but are not limited to, form letters, memoranda, speeches, and reports. The
contractor shall also edit office documents as requested. Editing includes,
but is not limited to, proofreading as well as correcting format, grammar,
and spelling errors. The Contractor shall create and proofread documents in
accordance with the FHFA Official Documents Policy and approved FHFA
templates.
2.1.5* Records Management*
The Contractor shall provide support to executives, management, and staff
to aid in the proper declaration, management, and disposition of Agency
records in accordance with FHFA’s Records Information Management (RIM)
policy. The Contractor shall ensure files are stored in the appropriate
location in accordance with Division/Office File Plans and FHFA’s
comprehensive records schedule.
2.1.6 Maintain Office Supplies
2.1.7 Maintenance and Use of Office Equipment
2.1.8 Faxing/Photocopy Documents
2.1.9 Process Mail
The Contractor shall, upon request and requirement, receive, sort,
distribute, redirect, and forward incoming mail. The Contractor shall
maintain a tracking system for incoming and outgoing controlled mail. As
requested, the Contractor shall also package, send and deliver outgoing
mail. All items received by the Contractor prior to 3 hours in advance of
the deadline for US Postal Service or Overnight Carrier pickup shall be
prepared for pick-up prior to the
deadline. The Contractor shall immediately notify the requester when not
able to process the outgoing item prior to that day's pick-up time set by
the appropriate carrier.
2.1.10 Assist with Travel Arrangements
The Contractor shall assist in the preparation of travel arrangements and
related documents. Preparation includes, but is not limited to, verifying
the nature of the travel, obtaining necessary clearances, coordinating with
the appropriate government travel contract agency, confirming reservations,
responding to questions related to allowable travel costs, and making any
other logistical arrangements. Travel preparations shall be initiated for
the traveler. The Contractor shall assist with making travel arrangements
in the Government Travel System. The Contractor shall assist staff with
travel vouchers and maintain accurate records of travel costs incurred by
division/office staff and including travel receipts.
2.1.11 Assist with Training Requests
The contractor shall assist executives, management and staff with the
preparation, submission, and approval of training requests. The Contractor
shall process and monitor training requests for division/office staff and
provide assistance with scheduling, and liaison with the appropriate office
to ensure processing.
2.1.12 Timekeeping
The Contractor shall monitor/input required timecard data for payroll
processing and verify data entry for accuracy and timely submission. The
Contractor track on time completion, validation and certification of
timecards and timecard corrections. The Contractor shall serve as the
initial point of contact for division/office staff timekeeping inquires and
questions.
Key Words: Administrative Support, Government Experience, CISA, Document Coordination, Meeting Scheduling, Travel Arrangements, SharePoint Management, Correspondence Preparation, Executive Secretariat, Records Management, Tasker Response, Logistics Support.