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Short Job Description :: 525 - EXECUTIVE ASSISTANT
 
  Position summary: (Temporary Assignment)
To provide Executive Assistant Support Services to the DNDO to include, but not limited to, the following:

Tasks:

  • Answer telephones, record messages, forward calls, and respond appropriately to inquiries. Assist staff with follow-up phone calls on outstanding actions.
  • Schedule, coordinate, and provide support for meetings, events, interviews, appointments, and other similar activities.
  • Compose, prepare, edit, and ensure timely responses to a variety of routine written inquiries as well as Executive, Congressional, or other priority correspondence that requires immediate response. Track incoming and outgoing Executive Secretary correspondence, alerting responsible parties of tasking and ensuring coordination of responses by relevant directorates within established deadlines, review and edit work products, prepare files for circulations, monitor progress, and maintain files (hard copy and electronic). Ensure correspondence and accompanying documents are in compliance with DHS Executive Secretariat policy and procedures.
  • Draft, edit, and facilitate the development of talking points, public presentations, reports, educational materials, brochures, fact sheets, and/or other materials for internal, Government, and public consumption.
  • Resolve a range of administrative problems and inquiries; recommend efficiencies and best practices where practicable.
  • Work on special projects for Senior Executive Service Manager.
  • Facilitate the passage of security clearances, foreign visitor requests, and other unique processing requirements as needed for staff travel, Government officials, and/or media representatives to the office, DNDO activity sites, or other location.
  • Prepare or assist with the preparation of scheduled and/or ad hoc statistical and narrative reports and PowerPoint presentations.
  • Perform associated records management duties to include identification of documents as records and determination of proper schedules for record disposition in accordance with DNDO policy.
  • Perform copying, collation, and assembly of various documentation in-house. Under specific circumstances, prepare documents for printing by completing the necessary forms and submitting them to the Facilities Division for transfer to the Government Printing Office.
  • Perform responsibilities as alternate travel preparer using FedTraveler.com (or designated DHS system). Administer and prepare travel requests, authorizations, and invoices, coordinate passport/visa requests, research transportation schedules, lodging arrangements, and meeting locations, confirm reservations, and maintain detailed files for travelers. Collect, maintain, and provide data upon request regarding obligation and liquidation of travel expenses.
  • Perform basic information gathering and analysis and/or forecasting.
  • Assist with office supply management, analyzing standard office needs, researching sources of supply, and notifying the Facilities Division in advance when supplies are required.
  • Assist with the planning, organization, and production of DNDO sponsored meetings, special events, seminars and programs.
  • On behalf of the federal manager, maintain division's personnel performance management files, remind managers when plans and appraisal are due, assist with preparation and tracking, and ensure that documents are submitted in a timely manner to Human Resources.
  • Notify Human Resources of any pending staff changes and serve as liaison for personnel or training actions. Maintain records of directorate's training requests and completed attendance of training.
  • Serve as liaison with Facilities Division regarding any facilities-related needs of Directorate including space, furniture, property, and safety. Serve as representative on Occupant Emergency Planning team.
  • Sort, screen, review, and distribute incoming and outgoing division mail.
  • May be required to provide Time and Attendance assistance for division federal employees, inputting records into the automated Time and Attendance system (webTA), providing instructions to staff, answering questions, sending reminders to staff of biweekly submission deadlines, and transmitting files to Headquarters.
  • Attendance and punctuality are critical to this position.
  • Other duties as assigned.

Education and Experience: BS/BA degree as well as 12 years related experience with 4 years in management. Prefer experience at Department of Homeland Security (DHS) supporting Senior Executive Service (SES) level management staff (Director or Deputy Director), especially within Domestic Nuclear Detection Office (DNDO). Be proficient and have demonstrated experience in the use of the following software: Microsoft Windows, Microsoft Outlook, Microsoft Word, Microsoft Power Point, Microsoft Excel, Microsoft Visio (Desired), and Microsoft Project (Desired).

Security Clearance: Clearance requirements vary and will be determined for each specific position. Position may require from Secret to TS/SCI. Employee must maintain eligibility at the level required by the contract throughout employment.

CTI is an Affirmative Action and Equal Opportunity Employer Committed to Diversity

 
 
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