The Administrative Assistant serves as the principal office support to a Regional Program Manager, Regional Program Director or Installation Fleet & Family Readiness Program Director, performing administrative and clerical duties in support of the work of a multi-faceted, moderately complex organization, where there is a system of formal internal procedures and administrative controls.
Knowledge of duties, priorities, commitments, policies, and program goals of the staff sufficient to perform assignments such as reviewing publications, directives, and other materials which may affect the division and taking appropriate follow-up actions. Knowledge of substantive programs of the immediate and subordinate organizations as they relate to the clerical and administrative functions of the office. Knowledge of personal computers and current experience with software such as Adobe Pro, Microsoft Office products including Microsoft Word, Excel and Outlook. Ability to use correspondence rules and regulations to prepare and/or edit written correspondence, ensuring proper use of English grammar, spelling and punctuation. Ability to plan and organize work
Prepares correspondence, reports, and other documents, ensuring correct grammar, spelling, capitalization, punctuation, and appropriate format in work prepared by self and others. Returns material needing correction to the originator when necessary. Maintains tickler system. Screens and priorities correspondence, electronic mail and material prior to distribution for suspense dates, established controls, and follows up on responses. Ensures that correspondence is properly routed in a timely manner. Ensures that requirements for handling sensitive and/or classified material are accurately followed, where applicable. Schedules meetings, appointments, and conferences in accordance with instructions from supervisor. Prepares and distributes agenda and takes notes when directed. Sets up conference calls, staff functions, video conferencing and functions as the point of contact for conference calls using the bridge. Maintains supervisor's calendar and verifies schedule of others to minimize conflicts when scheduling meetings or conferences. Provides reminders of scheduled events and contacts other personnel to attend meetings in lieu of supervisor, when necessary. Receives visitors and phone calls. Accurately determines nature of request and refers callers or visitors to appropriate staff. Personally answers routine questions in a timely and accurate manner and provides accurate information when routine procedural matters are involved. Assists supervisor and staff with travel arrangements and travel vouchers. Uses a variety of office automation software in support of the organization and mission requirements including but not limited to: Completes backup of files and database systems Uses database or spreadsheet software to accurately enter, revise, sort or calculate, and retrieve data for standard reports. Uses graphics software to provide briefs, charts, and graphs for viewgraphs or paper presentations. May be assigned to enter or report time and attendance data for non-appropriated fund or appropriated fund employees. Maintains an accurate file system of online and hard copy documents to enable quick and efficient retrieval of information.