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Clerical Support
Ref No.: 18-02507
Location: Washington, District of Columbia
Start Date: 04/10/2018
Order # RFQ1278470
Job Title Clerical Support
Number of resumes 4 potential candidate
Resume Due 04/13/2018 EOD

Job Description
Job Title Clerical Support Services
Client US Department of Agriculture
Place of Performance 1400 Independence Ave. SW, Washington DC 20250
Resume Due 4/13/2018 EOD
Number of Positions 1
No of Resumes 3
Period of performance Base Period: FY 2018-2019 6/1/2018 5/31/2019
Option Period 1: FY 2019-2020 6/1/2019 5/31/2020
Option Period 2: FY 2020-2021 6/1/2020 5/31/2021
Option Period 3: FY 2021-2022 6/1/2021 5/31/2022
Option Period 4: FY 2021-2022 6/1/2022 5/31/2023
Working Hours Typically 8:00 am – 4:30 pm, Monday through Friday
US Citizen Mandatory
Security Clearance Active clearance is preferred. Public Trust High Risk or above.
Experience Federal experience is required.

Job Duties
Clerical duties: filing, taking phone calls, scheduling appointments, preparing correspondence, distributing mail, making travel arrangements using Concur system (provided access is granted). This position will provide administrative support to executive and non-executive staff. Uploads documents to collaboration sites for which access is available.
  • Attends and takes meeting minutes at local-based executive management meetings and standard meetings request approval and distribute or post as instructed. Upon transcription, posts minutes to Wiki, USDA intranet website and shared drive.
  • Prepare memorandums, correspondence, letters and various reports on an as needed basis and weekly, bi-weekly and monthly as scheduled.
  • Prepare, plan, schedule and execute appropriate agendas, arrange conference calls/ Skype meetings /Adobe Connect/ VTC, ensure that they are recorded properly if required.
  • Initially support is primarily for local-based staff; however occasional support may be required for personnel located in Washington, DC when at Kansas City location and occasionally remotely from Kansas City to staff at DC location.
  • Schedule conference rooms at their location as requested and coordinate with facilities for specific room set-up.
  • Assist Federal employees with travel authorizations and vouchers as requested.
  • Office supply requests/orders/inventory and stocking for supply room for local-based requests
  • Prepare PowerPoint presentations, Excel spreadsheets and various reports.
  • Proof and format Directives per extensive instructions.
  • Create/Updated/Edit all local-Based Administrative Assistant standard operational procedures (SOP)'s as needed
  • SharePoint: Upload documents to various SharePoint sites and perform task as indicated by workflow
  • Coordinate and schedule interviews, vendor and customer local meetings as requested.
  • Maintain MS Office Outlook Calendars for local-based Federal Managers
  • Send out Delegations of Authority as requested and post on Outlook calendar for local- based managers.
  • Maintain 60 +email Distribution Lists
  • Receive incoming local mail/packages from delivery services and distribute as appropriate
  • Direct employee or email employees Phone training PowerPoint and assist by request
  • Incoming calls and forwarding.
  • Submitting help desk tickets as requested.
  • Photocopying/printing/scanning and binding as requested.
  • Prepare visitor requests for routing to Guard Stations. Meet, greet and escort visitors/ vendors/customers/employees from other locations within the NITC local secure facility. Request badge access from Personnel Security as requested
  • Submit Government Credit Card applications for new employees as requested.
  • Online training classes as assigned
  • Knowledge of NITC local-based administrative assistant standard operational procedures (SOP)
  • List of all local-based current standard operational procedures (SOP)
  • Create business cards/print and distribute as requested.
  • Create/prepare monthly Staff Matters Newsletter. Route for approval and post/ distribute per SOP standard.
  • Prepare standard mailings and shipping labels as requested. (such as UPS/FedEx) for local-based
  • Prepare weekly activity report (WAR)
  • Update Organizational Chart monthly

Timekeeper duties (receive and address inquiries or discrepancies from employees, run reports, etc.) using USDA's WebTA system (provided access is granted).
  • Performs timekeeping responsibilities for National Information Technology Center (NITC) employees. Update/add Account codes, timesheet corrections and delegations for certification.
  • Run Leave Audit report and input information into AD-581 (Lump Sum for Leave) form and AD-717 (Leave Audit) form and return to HR Liaison.

Specific Skills:
  • Candidate must be proficient in Microsoft Office. Must have superior organizational skills, follow instructions, work independently, can multi-task as required in a fast-paced environment, and interact with professionalism on the phone, in person and in email.
  • Candidate with experience in Concur Government Travel system, Conference Transparency Accountability and Tracking (CTAT) system and WebTA time and Attendance System is preferred.