Administrative Assistant with Government Experience Hybrid - Washington, United States - H & R COMPUTER CONSULTING SERVICES

H & R COMPUTER CONSULTING SERVICES Washington, United States

1 week ago

Description

Job Description

Job DescriptionBenefits:

Dental insurance
Health insurance
Vision insurance

Administrative Assistant

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*
The contractor shall receive visitors when required and direct them to the
appropriate location or staff member. Aid executives, management, and staff
in submitting and completing visitor access requirements for official
meetings and office 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 FHFAs Records Information Management (RIM)
policy. The Contractor shall ensure files are stored in the appropriate
location in accordance with Division/Office File Plans and FHFAs
comprehensive records schedule.

2.1.6 *Maintain Office Supplies*
The Contractor shall monitor office supplies in the designated location for
executives, management and staff and reorder and restock as necessary, in
accordance with FHFA and division/office supply guidelines and procedures.

2.1.7 *Maintenance and Use of Office Equipment*
The Contractor shall monitor all office equipment and contact the
appropriate staff or service personnel when problems arise. The Contractor
shall report malfunctioning equipment within one hour of notification or
detection. The Contractor shall follow up with the responsible staff to
ensure that equipment is repaired appropriately.

2.1.8 *Faxing/Photocopy Documents*
Upon request, the Contractor shall fax and/or photocopy documents for BOB
or other required staff. Faxes shall be sent to the proper fax number as
indicated on the request. The Contractor shall report bad fax numbers to
the requestor immediately.

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.

Flexible work from home options available.

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Administrative Assistant with Government Experience Hybrid - Washington, United States - H & R COMPUTER CONSULTING SERVICES

Description

Job Description