Senior Admin Assistant with Security Clearance

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Job description

Senior Administrative Assistant Clearance: Top Secret Security Clearance with SCI Eligibility Job Location : FBI, Washington, D.C. JOB OVERVIEW The Senior Administrative Assistant performs various clerical and administrative duties necessary to run an organization efficiently. JOB RESPONSIBILITIES Create, customize, prepare, and maintain presentations, briefing charts, and documents using computer software (e.g., Microsoft Office Suite), websites, graphical elements, scanned photos, and other presentation materials. Review and modify correspondence for internal consistency and conformance. Maintain and update the calendar of management within the assigned units and/or sections using computer software (e.g., Microsoft Office Suite) by making appointments and arranging meetings, based on the manager's schedule and current issues. Coordinate and support meetings and dedicated events for the organization to include coordinating all amenities, accommodations, visit requests, and collection of funds. Schedule accommodations for meetings, record lunch requests for meetings with outside guests, notify attendees, coordinate Video Teleconference Conference requirements, and manage any other specific requirements for meetings/conferences/projects (reserve parking spaces, directional signs, registration desk, nameplates, table tents, etc.). Obtain and deliver read-ahead material for management's scheduled meetings and distribute it to attendees. Prepare travel requests; arrange travel and lodging arrangements; and coordinate a visit schedule. Maintain conference room reservation schedules to coordinate meetings, visits, and appointments. Enter data and maintain office databases such as organizational charts, personnel accountability, travel, training, and budget. Enter and maintain professional data. Serve as records manager and maintain office files. Collect, review, and archive forms (such as leave requests, employee work schedules, and telework applications), and enter data into the timekeeping system for branch chief review. Coordinate, define structure, and organize electronic materials, presentations, and documents using databases, servers, and SharePoint sites. Prepare property turn-ins. Prepare, review, and process training requests, travel vouchers, conference requests, personnel-related documents, and technical report staffing for conformance to policy and procedures prior to the appropriate authoritative signature. Gather and organize completed personnel documents and deliver completed document packages for personnel actions to include civilians, contractors, students, guest researchers, etc. Respond to administrative queries and taskers by the established deadline. Keep accurate records of the final disposition of each action and inform the respective action officer of the results. Receive and screen visitors and phone calls. Professionally answer office manager's telephone line, take messages, and refer calls and visitors to appropriate staff. Operate shared office equipment, including copy machines, scanners, facsimile machines, computers, printers, and shredders, and as needed submit repair requests. Follow Standard Operating Procedures (SOP) and Internal Operating Procedures (IOPs) provided as Government Furnished Information (GFI) at contract award, related to functions such as personnel accountability, security, and safety. Prepare and review correspondence (e.g., minutes, information papers, reports, queries, taskers) for grammatical errors, proper tone, accuracy, clarity, and formatting. Make corrections and retypes, as necessary. Participate as a member of Integrated Product Teams (IPTs) or groups developing changes or improvements to administrative processes and procedures. JOB REQUIREMENTS Must possess a Top Secret Security Clearance with Sensitive Compartmented Information (SCI) Eligibility. Must have a High School Diploma and six (6) years of general office assistant experience. A Bachelor's degree from an accredited university or college may be substituted for experience. Must have experience operating standard office equipment, including telephones, copy machines, scanners, facsimile machines, computers, printers, and shredders. Must have excellent interpersonal, written, and oral communication skills. Must have demonstrated experience and a high proficiency using MS Office, specifically Word, Excel, and PowerPoint. Must be able to multitask independently in a demanding environment.

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