Administrative/Institutional Support

Networks – maintain websites and ensure updates are accurately posted in a timely manner, ensure websites meet agency standards.

Telephone Services – forward calls, taking messages (via e-mail or hard copy).

Visitor Services – from badging and the required documentation, to scheduling rooms, to making travel arrangements.

Meeting Services – coordination of multiple calendars, preparing presentations, ensuring the proper audiovisual equipment or multi-media is available and running properly.

Information Dissemination – ensuring mail reaches the proper person; preparing outgoing packages and documents; ensuring all outgoing documents meet export control standards; ensuring information regarding weather warnings, meeting notices, safety announcements, etc., are disseminated to the proper persons.

Copy/Faxing/Graphics/Photo – preparing the proper documentation for graphics requests, ensuring requests are completed on time, completing the proper documents for special services.

Records Management – establish, review, maintain and archive office files/records on personnel, action documents, employment verification, organization and other administrative records per agency and National Archives and Records Administration; database management.

Desktop Publishing - prepare accurate correspondence, presentations, reports, etc.; comply with grammatical and mechanical conventions such as those in Gregg Reference Manual; maintain accurate distribution lists for preparation of appropriate data packages for submission to managers for signature; create, maintain, and input data into the office tracking system, electronic spreadsheet or an office electronic system.

Software – Microsoft Office Suite: PowerPoint, Word, Excel and Access; Adobe Photo Shop; Computer Assisted Drawing; HTML; SAP Accounting; DelTek; Integrated Engineering Capability (ICE).

Procurement – maintain data that feeds into internal metrics and update metrics; maintain electronic conformed contracts and schedules; log, route and file audit reports; file contract data deliverables and documentation; maintain contract modification log, maintain hard copies, and distribute modifications; track action items; file changes to procurement regulations; and log, route and file contractor invoices and other contractor submissions.