S
Administrative Assistant
Strativia Albuquerque , NM 87196
Posted 5 days ago
Responsibilities:
- Proficient use of all Microsoft Office applications (Excel, Outlook, PowerPoint, and Word) and other software applications for word processing, data entry, composing, preparing, and assembling correspondence, briefings, and reports.
- Draft, review, provide technical editing, and finalize formal correspondence.
- Format letters and memos in proper correspondence form, and in some cases, prepare the first draft.
- Review documents for accuracy and completeness, ensuring conformance with style, format, or procedural requirements and guidelines.
- Answer phones for the SFO Admin Pool and Manager’s Office.
- Review, screen, control, maintain records, and coordinate responses for incoming and outgoing correspondence.
- Track, file, and scan documents.
- Establish and maintain office files and databases, including electronic data files consistent with standard file storage/structure methodologies.
- Plan and coordinate mail functions for mail/parcel services (e.g., UPS, FedEx) and courier services, including pick-up and drop-off of mail and parcels, and distribution/physical delivery to all office individuals.
- Manage office filing and record systems, making updates to keep them current.
- Provide support to ensure proper record management of various documents.
- Provide photocopying, mailing, and coordination of documents.
- Coordinate, distribute, and maintain facsimile records, and operate digital sender and/or fax machines.
- Document (scan/copy/file) and track the organization’s action items and incoming/outgoing correspondence through the SFO’s ePegasus system.
- Provide support in responding to or preparing for internal or external audits.
- Provide administrative support to facilitate the NNSA's programmatic activities.
- Prepare various briefing materials.
- Prepare travel authorizations and vouchers.
- Make travel arrangements (i.e., air, car rental, hotel, etc.).
- Set up conference rooms for specialized meetings.
- Set up video teleconferences.
- Schedule and set up teleconferences (including phone bridges).
- Schedule and reserve locations for meetings.
- Assist in the preparation and tracking of SNL Site Service requests.
- Assist in the coordination of moves.
- Assist in the coordination of phone services.
- Assist in managing the office supplies inventory by preparing weekly supply orders and special orders.
- Maintain GSA vehicle logs and schedule vehicle maintenance as required.
- Assist with tracking various Memoranda of Understanding (MOU) and Memoranda of Agreement (MOA).
- Assist with Delegations of Authority and Designations.
- Perform other administrative duties as assigned.
- Bachelor’s Degree from an accredited university
- Must have an active Security Clearance
- Interpersonal skills such as customer service and teaming abilities are necessary.
- Discretion, professionalism, good judgment, organizational ability, initiative, and the ability to work independently
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