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Executive Administrative Assistant
Ref No.: 18-02508
Location: Washington, District of Columbia
Start Date: 04/10/2018
Job Description
Job Title Executive Administrative Assistant
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 4
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
This position will perform all or a combination of the following duties for the ACIO:
  • In addition to secretarial duties (filing, taking phone calls, scheduling appointments, making travel arrangements using Concur), this position will provide administrative support to executive staff with office management responsibilities.
  • Receives telephone calls and visitors for the ACIO, screening those which can be handled without the ACIO's help;
  • Keeps the ACIO's calendar (as requested), schedules appointments and meetings, and sees
  • that the ACIO is fully briefed on the matters to be considered before the scheduled meeting;
  • Attends via conference call or in person all regularly scheduled and some ad-hoc ACIO staff
  • meetings as required;
  • Based upon the information provided by the ACIO concerning the purpose of the meetings and people to attend, makes necessary arrangements for meetings, including space, time, contacting people, and other matters; assembles background material for the ACIO; attends the meetings, takes notes, and prepares a report on the proceedings when required;
  • Receives requests for information concerning the organization's programs which can be assembled from the record based on knowledge of the organization, advises when the material can be furnished, and prepares it personally and follows through to see that it is prepared by staff within the specified time to meet deadlines;
  • Prepares travel arrangements for ACIO upon request using ConcurGov travel system, as long as system access is granted;
  • Performs time and attendance duties for ACIO upon request using WebTA Time and Attendance system, as long as system access is granted;
  • Reads outgoing correspondence for procedural and grammatical accuracy, conformance with
  • general policy, factual correctness, and making necessary edits to the document and calls to the writer's attention any conflict reflected in the document or departure from office policies and attempts to resolve discrepancy before matter is presented to ACIO;
  • Receives and reads incoming correspondence and reports, screening those items which can be handled personally, forwarding the rest to the ACIO. Actions taken personally include:
  • Drafting replies to general inquiries not requiring a technical knowledge of the program; and
  • Relaying instructions via email or phone, collecting data, preparing reports for higher echelons, or otherwise acting on requests received concerning procedural or administrative requirements.
  • Assists in expediting the work of the Office of the CIO, including such matters as serving as rotating clerical help in the CIO's, Deputy CIO's and any other staff offices to take care of absences or fluctuating workloads; assists in implementing instructions concerning procedures; explaining reporting requirements (or finding the answers from appropriate personnel); and arranging for the collection and submission of data; and assembling data into general reports of the total work of the office.
  • Uploads/post documents to collaboration sites such as SharePoint;
  • Receives request for office supplies, prepares necessary documentation and following ACIO procedures, ensures request is sent to appropriate staff for processing.

Specific Skills:
Contractor shall ensure candidates meet minimum skill requirements:
  • Candidate must be proficient in Microsoft Office.
  • Candidate must interact with professionalism on the phone and in person.
  • Candidate must follow instruction and work independently, have the ability to multitask as required in a fast-paced environment.
  • Candidate must be able to work independently on projects requiring research and preparation of briefing charts and other presentation materials.
  • Candidate must possess superior organizational, customer service, and communication skills (oral and written).

Quality Assurance:
  • Meets all deadlines as indicated by ACIO/TM.
  • Accurately proof reads reports/correspondence, making any necessary changes and assembles for routing for management's signature.
  • Ensure ample time for meetings and other projects for the ACIO (keeping meetings on schedule), provides a printed copy daily of meetings.
  • Maintain ACIO internal files and can easily retrieve a document in the hard copy or soft copy (email) form.